COMMUNITY EVENTS
Revised: 6/4/2025
POSITION DETAILS
Position Title: Administrative Specialist - Community Events
FLSA Classification: Non-Exempt
Salary Grade: 7
Reports To: Community Events Manager
Cell Phone Stipend: ? Eligible ? Ineligible
Supervisory Functions
? Full-Time Employees ? Seasonal Employees
? Part-Time Employees ? Volunteers
? Temporary Employees ? No Supervisory Functions
BASIC FUNCTION
Administrative Specialist positions provide administrative assistance to
a department or division
to coordinate daily efforts with minimal supervision. Administrative
Specialist positions in
different departments or divisions may have tasks that vary widely,
while overall responsibilities
are very similar. Typical responsibilities include broad administrative
support as required, data
entry, accounting, reporting, research, and special projects as
assigned. Accuracy, attention to
detail, and the ability to coordinate and communicate effectively and
provide exceptional
internal and external customer service are required of all
Administrative Specialists.
DISTINGUISHING CHARACTERISTICS
The Administrative Specialist Community Events provides administrative
assistance and
programmatic support to the Community Events Division operations,
activities, and initiatives
and is supervised by the Community Events Manager. Work includes on the
ground support for
implementing the weekly Moscow Farmers Market, and minor and major
annual events such as
National Farmers Market Week Celebration, Mayors Golf Tournament, Light
up the Season, and
more. In-office and administrative tasks include maintenance of office
operations, coordinating
volunteers, designing and preparing public relations materials, creating
social media content,
coordinating agendas and minutes for Commission meetings and more.
The schedule for this position adjusts seasonally to coincide with the
Moscow Farmers Market
operations. This position requires a Tuesday through Saturday schedule
from May to October,
and Monday through Friday for the balance of the year. Other nights and
weekends for special
events are required. Examples of responsibilities include (but are not
limited to) assisting with
the physical set-up and tear-down of special events, preparing for
street closures, coordinating
with multiple departments on special events, and overseeing equipment
inventory and
maintenance.
ADMINISTRATIVE SPECIALIST
COMMUNITY EVENTS
Revised: 6/4/2025
ESSENTIAL FUNCTIONS
Reasonable accommodations may be made to enable individuals with
disabilities to perform
these essential functions.
As a dependable and disciplined self-starter, manage routine and
advanced duties for
the assigned department or division to ensure the efficient and smooth
day-to-day
operation of the department or division.
Manage administrative requests and queries for the assigned department
or division;
examples of responsibilities include (but are not limited to) organize
files, create
correspondence, prepare reports, memos and other documents, manage
calendars to
schedule appointments, sort mail, prepare invoices, reconcile accounts,
make travel
arrangements, receive and process payments, coordinate meetings and
events, and
offer general staff support, track office projects and maintain related
files and records;
develop and maintain extensive filing systems and computerized systems
to maintain
records and data.
Prepare a variety of statistical, financial and narrative reports and
records as necessary
such tasks may include but are not limited to maintaining and monitoring
departmental
budget as directed, time records, and data entry andreporting.
Serve as a Deputy City Clerk to provide staff support and clerical and
administrative
assistance to boards, commissions and committees as directed; take and
transcribe
detailed minutes; prepare reports, agendas, correspondence and other
materials as
assigned.
Perform a variety of receptionist duties; provides general information
on departmental
processes, procedures, projects, etc. or refers to appropriate staff
member.
Provide administrative support for other City departments as needed.
Use excellent oral and written communication skills, serve as initial
point of contact,
answer phones and greet external customers and internal customers or
staff; be a
reliable resource for all department or division staff and activities to
efficiently m
