Department: Communications

Pay Grade: A4

FLSA Status: Exempt

JOB SUMMARY

The Communications and Community Engagement (CE) Coordinator is responsible for assisting the Director of Communications with the general administration of communications projects, vendor agreements and purchase orders. Work performed by the Communications & Community Engagement Coordinator includes but is not limited to researching and obtaining bids for services or purchased goods, monitoring agreements and their terms of services, scopes of work and quality of final product, goods or service to ensure high level output. The incumbent has latitude to make informed decisions and recommendations regarding vendor and/or materials selection; and prepares reports for the department and executive management.

Supervisory Responsibilities

This position has no supervisory responsibilities.

ESSENTIAL JOB FUNCTIONS

• Performs organizational and administrative functions for the department including reconciling vendor invoices with the finance department.
• Collaborates with Director of Communications, the Associate Director of Communications and other team members to determine project requirements, selects vendors, analyzes quotes and work quality and makes vendor selection recommendations for all collateral and merchandise materials.
• Handles department purchase orders and provides input into procurement and solicitation documents and processes, and reviews solicitation or procurement responses. Manages print material and other materials including external storage unit of collateral materials; keeps track of all inventories and makes recommendations on reorders.
• Leads the coordination of materials needed for special events and Brand Ambassadors.
• Collaborates with the development of department projects through active participation in team meetings, information sharing and cross-training. Handles and prepares the compilation of vendor agreements and purchase orders, correspondence, reports and mass mailings.
• Maintains document management systems for bids, price quotes and estimates.
• Maintains accurate record of department’s budget and expenditures.
• Coordinates and manages logistics for signature events, leveraging strong organizational skills to ensure seamless execution and successful outcomes.
• Provides technical assistance to vendors for improved services, administrative guidance for contractual performance and compliance to ensure ongoing quality standards.
• Handles and reviews provider reimbursement requests for compliance with approved purchase orders and vendor budgets.
• Maintains vendor related data in hard copy and electronic formats per retention requirements.
• Investigates department and/or consumer complaints related to contracted services as assigned.
• Processes and addresses customer service requests and calls efficiently, ensuring timely and effective resolution.
• Prepares meeting and event agendas, schedules meetings, collects information, compiles activity.
• Position may require occasionally working weekends and during non-traditional hours.
• Performs other related duties as assigned.

QUALIFICATIONS

Education and Experience:

A four year degree from an accredited college or university with major course work in communications, public or business administration or other field closely related to area of assignment along with two (2) to three (3) years of practical work experience in business administration, public relations, marketing, graphic arts or commercial printing. Significant directly related experience may be substituted for some or all minimum academic requirements.

Licenses or Certifications:

Valid State of Florida driver’s license and reliable transportation.

Special Requirements:

None.

Knowledge, Skills and Abilities:

• Knowledge of departmental policies, plans, and procedures
• Knowledge of Microsoft Office Suite programs including Word, Excel, PowerPoint, and other job-related computer programs and software applications.
• Skill in effective communication, both orally and in writing.
• Skill in prioritizing and organizing work.
• Ability to work independently and as a member of a team as needed.
• Ability to follow multi-step directions.
• Ability to multi-task.
• Ability to establish and maintain effective working relationships with managers, service providers, other employees, and the public.

WORKING CONDITIONS

Duties are performed in a normal office environment with comfortable air temperatures and adequate lighting and ventilation. Tasks may require the ability to sit for prolonged periods of time or walking around various areas of the organization and at community events. The incumbent may travel to off-site facilities for meetings and therefore must have access to personal transportation. Specific vision abilities required by this position include close vision, distance vision, depth perception and the ability to focus. May be required to lift up to 25 pounds.

The Children’s Trust of Miami-Dade County has the right to revise this job description at any time. This description does not represent in any way a contract of employment.