WPSC Community Coordinator

Description

This position provides administrative, event planning, and secretarial support for the Wiregrass Public Safety Center (WPSC), assists in the operations of the Dothan Community Center, and reports to the Wiregrass Public Safety Center Manager.

Major Duties

Provides customer service and administrative support; answers telephone and greets visitors; provides information and assistance; maintains office supply inventory.

Assists with reviewing and processing invoices and purchase card transactions for payment; resolves discrepancies and errors prior to payment.

Keeps records of incoming revenue and processes all payments through the City’s financial software system. Deposits all cash revenue money at bank and daily operates credit card machine

Creates and sends out invoices to agencies / companies who rent the WPSC facility.

Creates purchase orders for maintenance or purchases for the facility

Creates packets for bid requests and communicates with purchasing and the City Clerk’s office for items to be awarded and added to the Commission’s agenda.

Monitors cameras for entire facility to ensure class attendees are in the correct location and reports any issues to supervisor and appropriate staff.

Creates certificates and flyers for classes (pre-class recruitment and post class awards).

Schedules all classes, meetings, etc. for the WPSC.

Obtains correct paperwork, points of contact for classes and agencies, phone numbers, registration info, etc.

Creates, updates, and maintains an attendance record of all personnel who visit the facility annually.

Prepares monthly attendance and budget reports for the WPSC Manager

Ensures each room at the WPSC is ready for the respective class (signage, materials, tent cards, etc.)

Orders all office supplies, or any other items needed for operations.

Enters training records for the Dothan Police Department. (Quartermaster, personnel files, attendance list, and APOSTC AELECTS. Classes and Pistol Qualifications)

Creates and enters all facility work orders for any repair need.

Is the initial “Point of Contact” for the Community Center and booking of events.

Meets with vendors or organizations interested in renting the Community Center and assist in helping the planning of the event.

Keeps the Master Calendar for the Community Center and works with other City departments to ensure that the event is coordinated, and staff are in place for each event.

Monitors and creates new content for the WPSC Facebook page.

Oversees daily janitorial workers and informs staff of daily schedule and orders items as needed.

Orders and keeps all logos to be needed for apparel, classes, flyers, promotional items, etc.

Receives mail daily to include UPS, FedEx and the USPS.

Performs related duties.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION

Knowledge of modern office principles and practices.

Knowledge of customer service principles and practices.

Knowledge of computers and job-related software programs.

Knowledge of Microsoft Office and various photo editing software platforms.

Skill in the use of copiers, printers, scanners, and other office equipment.

Skill in interpersonal relations and in dealing with the public.

Skill in oral and written communication.

Skill in multitasking, organizing, and prioritizing workload.

Skill in the maintenance of files and records.

Skill in the use of Microsoft Word, Excel, and Outlook.

Ability to work independently, effectively communicate policies and procedures, and pay close attention to detail.

Ability to maintain confidentiality of records and information.

Ability to research and evaluate records and information.

Ability to work irregular hours, evenings, weekends and holidays as necessary to meet operational requirements.

SUPERVISORY CONTROLS

The WPSC Manager assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the results.

GUIDELINES

Guidelines include city ordinances, postal guidelines, the Alabama State Code, Alabama Archives retention schedules, the employee handbook, and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

The work consists of related administrative and secretarial duties. Frequent interruptions, strict deadlines, and attention to detail contribute to the complexity of the position.

The purpose of this position is to provide administrative and secretarial support for department operations. Success in this position contributes to the efficiency and effectiveness of those operations.

CONTACTS

Contacts are typically with co-workers, other city personnel, elected and appointed officials, vendors, representatives of external organizations, county staff, and the public.

Contacts are typically to provide services, to give or exchange information, or to book classes, meetings, or events.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts light and heavy objects and climbs ladders.

The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

Minimum Qualifications

Graduation from an accredited* college or university with an associate’s degree or higher in Business Administration, Office Administration, Business Management, or closely related field; and

Three (3) years recent responsible administrative and secretarial support experience, which includes providing customer service and maintaining a variety of files, records, and requests; and

Two (2) years recent experience in event planning, event recruitment or event management.

*Accredited through an agency recognized by the U.S. Department of Education (USDE) or the Council for Higher Education Accreditation (CHEA).

NECESSARY SPECIAL REQUIREMENTS

Valid operator driver license and acceptable driving record. (PBA 9/10/01)

Applicants are required to type a minimum of forty (40) net words per minute with less than ten (10) errors. A typing test will be administered at the time of application and must be on file by the advertised deadline (See City of Dothan's Typing Test/Retest Policy).

Employees may work irregular hours, evenings, weekends, and holidays.

An applicant for this position is subject to various background investigations up to and including a criminal, credit, past employment, and reference checks.

Employees are required to submit to Drug and Alcohol testing in accordance with the City of Dothan policy, which includes pre-employment and random tests for the duration of employment in this position. (PBA 8/13/12)

Must meet the City of Dothan’s employment physical standard, which includes drug/alcohol testing.

Application / Examination

Qualified applicants will be evaluated based on training and experience as documented on their application. This evaluation will comprise 100% of their final grade.

Applicants with a disability who feel they need accommodation should contact the Personnel Department in writing on or before the closing date of this advertisement by emailing .

An Equal Opportunity, Affirmative Action Employer