Position Summary
The Programs & Communications Coordinator provides administrative, communications, technical, and operational support for departmental programs, public events, community outreach, and special projects. The position coordinates information and activities among county staff, volunteers, community partners, vendors, program participants, and the general public.
The employee assists with communications, event logistics, scheduling, recordkeeping, digital content, project documentation, volunteer coordination, and routine technology support. The position directly supports the department’s ability to provide quality services, maintain positive community relationships, meet deadlines, and successfully implement county and community initiatives.
Essential Duties and Responsibilities
- Provides administrative and clerical support for departmental programs, meetings, projects, and daily operations.
- Schedules meetings, training sessions, programs, and public events; prepares agendas, minutes, correspondence, reports, presentations, and supporting materials.
- Maintains organized electronic and physical records in accordance with applicable records-management and retention requirements.
- Designs and distributes flyers, newsletters, social media posts, announcements, digital graphics, and other promotional materials.
- Updates county and departmental websites, online forms, calendars, digital signage, and other electronic content to ensure information remains accurate and current.
- Coordinates logistical arrangements for public meetings, community programs, training sessions, and special events, including registration, facilities, equipment, supplies, signage, hospitality, setup, and cleanup.
- Provides on-site assistance during events and responds to scheduling changes, operational issues, participant needs, and other last-minute concerns.
- Communicates with community members, businesses, nonprofit organizations, government agencies, volunteers, vendors, contractors, and partner organizations.
- Responds to general public inquiries and requests for information courteously, professionally, and accurately.
- Maintains volunteer and participant information and assists with recruitment, scheduling, orientation, communication, and assignment coordination.
- Assists with project planning by monitoring deadlines, collecting updates, organizing documentation, recording progress, and following up on incomplete assignments.
- Compiles information and supporting documentation for grant applications, reimbursement requests, reports, and project files as needed.
- Provides backup technology assistance involving computers, mobile devices, office software, shared files, online forms, presentation equipment, and other departmental systems.
- Tracks departmental supplies, promotional materials, equipment, and inventory; prepares purchase requests, supply orders, and maintenance requests as needed.
- Assists with collecting payments, recording transactions, maintaining receipts, and organizing supporting financial documentation.
- Assists in the creation and updating of departmental procedures, forms, workflow documents, and checklists.
- Coordinates and provides task-related direction to interns, volunteers, and temporary personnel. Reviews assigned work for accuracy, completeness, and timeliness but does not ordinarily exercise formal disciplinary or personnel-management authority.
- Participates in professional development and performs other related duties and special projects as assigned.
Knowledge, Skills, and Abilities
- Knowledge of administrative procedures, records management, communications, public outreach, customer service, and basic financial documentation.
- Strong written, verbal, interpersonal, organizational, and time-management skills.
- Ability to prepare professional correspondence, reports, presentations, promotional materials, and public information.
- Ability to organize multiple assignments, establish priorities, meet deadlines, and adapt to changing circumstances.
- Ability to communicate effectively with employees, elected officials, volunteers, businesses, government agencies, vendors, and members of the public.
- Ability to exercise sound judgment, maintain confidentiality, and work independently under general supervision.
- Proficiency with Microsoft 365, Canva, websites, social media platforms, online forms, shared-drive systems, and standard office equipment.
- Ability to provide routine technology assistance and troubleshoot basic software, device, and event-equipment issues.
Minimum Qualifications
- High school diploma or equivalent.
- Two years of related experience in office administration, communications, customer service, event coordination, community programs, marketing, public service, or a related field.
- Proficiency with computers, email, Microsoft Office applications, and internet-based systems.
- Valid driver’s license and ability to operate a motor vehicle in the performance of assigned duties.
- An equivalent combination of education, training, and experience may be considered.
Physical Demands and Work Environment
Work is performed primarily in an office environment but also requires attendance at public meetings, programs, community events, and project locations. The employee must be able to sit, stand, walk, bend, stoop, and occasionally lift or move equipment, supplies, and event materials weighing 25 pounds or more.
Outdoor work, evening or weekend hours, and exposure to heat, cold, rain, or other inclement weather may occasionally be required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.
Disclaimer
This job description describes the general nature and level of work performed by the employee assigned to this position. It is not intended to list every duty or responsibility. Warren County reserves the right to modify or reassign duties based on operational needs.
Warren County is an equal opportunity employer and provider.
Benefits:
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
