JOB
The position provides administrative and operational support for both the Ponce Inlet Historical Museum and town programs and events for the general public. Reports to the Cultural Services Manager.
EXAMPLE OF DUTIES
Nature of Work
The position assists the Cultural Services Manager with the planning, organization, administration, and implementation of Town-sponsored programs, activities, and special events while also overseeing the daily operations of the Ponce Inlet Historical Museum. The primary objective of the position is to provide a high standard of service and an enjoyable educational experience in all such programs for the general public. The secondary objective is to provide operational and administrative support for the various functions and services of the Cultural Services Department, including park projects, special events, museum operations, and social media. Employee works with a high degree of creativity and initiative under the direction of the Cultural Services Manager.
Essential Functions:
Essential functions are fundamental job duties. They do not include marginal tasks, which are also performed but are incidental to the primary functions. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The essential functions identified for this job are:
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Assists the Cultural Services Manager with the planning and implementation of various Town-sponsored events and programs.
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Prepares marketing materials, evaluations, and attendance reports regarding museum programming and Town-sponsored events; recommends new ideas based on reports, trends, or program evaluations.
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Provides administrative assistance to the Cultural Services Manager in coordinating permitted special events within town; checks special event application submittals for completeness per department policies and regulations; enters information into permitting software system; prepares files and permits for issuance.
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Oversees the daily operations of the Ponce Inlet Historical Museum, including visitor services, historical interpretation, guided tours, attendance tracking, and the maintenance of safe, secure, and well-maintained museum facilities, exhibits, and grounds in coordination with the Public Works Department and established department policies.
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Helps to recruit, train, and schedule volunteers to support special events, programs, museum coverage, and park projects; reports any injuries or incidents with volunteers promptly to the Cultural Services Manager.
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Handles inventory, transactions, and records regarding the sale of limited gift shop items in the museum; recommends new items based on sale records.
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Provides recommendations to the Cultural Services Manager for any upkeep, upgrades, construction, and/or renovation of museum facilities or town parks.
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Under direction, provides input into the preparation of the department’s annual budget; works with vendors to obtain quotes on department projects and submits purchasing requisitions for the department in accordance with the Town’s purchasing policy.
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Under direction, provides operational support to the Cultural Services Manager for various park-related tasks and projects as assigned,
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Under direction, prepares content on a regular basis for the Town’s social media platforms relevant to museum education and Town event programming.
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Serves as the back-up to the Cultural Services Manager when necessary.
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Assists the Cultural Services Manager with various special projects and events and provides other administrative assistance as assigned.
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As directed by the Cultural Services Manager, Public Safety Director, or the Town Manager, provides assistance before or after times of disasters or hurricanes.
SUPPLEMENTAL INFORMATION
Equipment: The employee uses and operates a variety of office and computer equipment and related software.
Critical Skills/ Expertise: All employees must possess knowledge of general written standards and procedures utilized, and have the ability to read, interpret, and follow procedural and policy manual directives related to the job tasks. The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a professional image in accordance with the organization’s mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful, courteous, and professional image when engaged in any activity with the pubic; operate and care for equipment to manufacturer’s specifications and/or within the specified parameters and in accordance with policies; demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues. Personal characteristics required of all employees such as honesty, integrity, and the ability to get along with others are presumed qualities and may not be listed specifically. Critical skills/expertise identified for this job includes:
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Ability to develop and organize engaging activities and programs.
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Ability to coordinate a variety of administrative activities, to ensure that schedules and deadlines are met, and work responsibilities achieved.
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Ability to study and retain historical information and communicate this information to groups and individuals of various ages in engaging way.
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Ability to utilize Internet software to create and edit social media posts, conduct research, and obtain and verify information.
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Ability to learn and utilize permitting software system to prepare files and permits for issuance.
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Knowledge of office computer systems and equipment, including telephones, and the ability to apply this knowledge while assisting other Town employees and citizens.
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Excellent communication skills, both orally and written, to answer questions, provide answers, and document information as required.
