Job Title

Job Family

Job Code

Job Exempt

Meeting Coordinator

Seiu_White_Collar

TEC01

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

S16

Hourly

$22.61

$28.83

$35.05

Job Description

Performs technical and administrative work related to audio and video support for meetings and events. The primary function of this position is to coordinate technical needs for meetings and events scheduled through the Clerk’s Office. Responsibilities include discussing the correct set-up needed, setting up all the proper equipment, program lighting, or other visual aids, and helping troubleshoot and repair problems with AV operations. Work is performed under the direction of the City Clerk.

Minimum Qualifications:

Associate's Degree with coursework in Public Administration, Business Administration, or related field and a minimum of two (2) years work experience in audio visual, event coordination, or program coordination; or an equivalent combination of education, training, and experience. Must be able to install and operate video conferencing equipment.

Responsibilities

EXAMPLES OF WORK PERFORMED:

Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Posts meetings within required time frame

Updates meeting notices and website

Processes City Hall Facility Use Requests

Manages reservation process

Assists as event coordinator during events

Schedules Conference Room Reservations and Use

Approves room usage

Confirms requests for Official postings have been made

Assists with AV needs

Schedules Official Meetings

Coordinates in-person meeting needs, serving as alternate Recording Secretary as needed

Coordinates virtual meeting needs, serving as meeting host and providing AV assistance

Performs other related duties as assigned

Coordinates hybrid in-person/virtual meeting needs, serving as meeting host and providing AV assistance

Works as an on-site point of contact and attend/participate in assigned meetings and events

Gathers required information to ensure appropriate technical needs are met to ensure a smooth and successful meeting/event

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of AV equipment

Ability to remain calm under pressure

Ability to deal effectively with internal and external customers, some of whom will require high levels of patience, tact, and diplomacy

Ability to effectively communicate in English in both written and oral forms

Ability to quickly assess a situation and take action to promptly resolve any concerns or technical challenges

Skilled in the management and usage of time to accomplish predetermined goals

Ability to communicate effectively both orally and in writing

Ability to research and explore new technologies to support operational needs

Ability to maintain a level of professionalism and cooperation using clear and enthusiastic words, tones and body language at all times

Ability to be dependable, responsible, and punctual for all scheduled activities

Ability to work a variable schedule, including evenings, weekends, and holidays to meet operational needs

Ability to move, lift, carry, push, pull and place objects weighing up to 40 lbs. without assistance

Ability to reach overhead and below the knees, including bending, twisting, pulling and stooping.

Ability to stoop and/or crawl to pull/reach rope or cabling

Ability to present a professional appearance and demeanor