Community Affairs Assistant (ACRB)

Position open until 6/8/2025

Salary Range: $45,500 - $48,800 annually

General Description and Classification Standards

Manages and maintains the overall operations of the facilities for all community affairs such as outdoor festivals, large gatherings, and assembly events. 

Duties and responsibilities include but are not limited to reviewing sanitation plans; reviewing and processing all special events permit applications; ensuring sanitation and city ordinance requirements are met; reviewing special events ordinance and ordinance revisions or updates; providing quality customer service to all internal and external customers; and processing associated paperwork.

Supervision Received

Works under very general supervision. May work independently or with other skilled or semi-skilled workers with responsibility for completion of assigned tasks.

Essential Duties and Responsibilities These are typical responsibilities for this position and should not be construed as exclusive or all inclusive.

• Receives, reviews, processes, and approves special events, outdoor festivals, large gatherings, and assembly permit applications for the department. 
• Responds to and communicates with special events applicants' and organizers' inquiries via email, fax, phone, in-office scheduled appointments. 
• Compiles, prepares, and calculates monthly metric reports and submits to departmental financial analysts.
• Performs and/or addresses special managerial requests.
• Submits invoices to tenants for rental payments by established deadline and enters all rental payments in the accounts receivable ledger immediately upon receipt. 
• Directs and monitors custodial duties to ensure facility is cleaned and well maintained internally and externally on a daily basis. 
• Uses independent judgment in routine and non-routine situations, including the handling of emergency situations. 
• Provides guidance and training as required to lower level, interns, temporary employees, etc.
• Enters requisitions for purchase orders, processes invoices and disbursements, maintains records of board attendance and payments as well as records of vendor payments. 
• Prepares presentation and board packets for board meetings. 
• Composes, proofs, and distributes board letters and reports such as adjudication letters, board reappointment letters, and stipend reports. 
• Maintains a record of investigative files of cases. 
• Answers calls from citizens and guide them through the process of a filing complaint. 
• Assists outreach; designs items such as bookmarks, membership cards, and other print items to be distributed at outreach events. 
• Maintains the supply of informational print products for outreach. 
• Responds to inquiries from various external and internal parties. 
• Provides reports to the Deputy Director or Designee.
• May perform other duties as assigned.

The above statements reflect the general duties, responsibilities and competencies considered necessary to perform the essential duties and responsibilities of the job and should not be considered as a detailed description of all the work requirements of the position. COA may change the specific job duties with or without prior notice based on the needs of the organization.

Knowledge Skills and Abilities This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully, it is not an exhaustive list.

• Knowledge of terms, technology, and current events with all matters of public relations, writing, and media relations. 
• Skill in effectively communicating and interacting with subordinates, employees, managers, and the general public. 
• Ability to plan, lead, and manage multiple priority projects simultaneously from concept to implementation while ensuring budget, deadlines, business ethics, and best practices are met. 
• The ability to lift up to 50 pounds
• Ability to work outside in inclement weather when necessary
• Ability to physically set up equipment and materials for exhibits and events, including but not limited to tables, desks, signage, chairs, tents, water containers, and walk distances greater than 100 yards with weighted loads

Minimum Qualifications

Education and Experience 

High School diploma or equivalent and one (1) year of progressively responsible related experience required

Or any equivalent combination of education, experience, and training which provides the requisite knowledge, skills, and abilities for this job.

Licensures and Certifications 

None required.

Preferred Requirements <