Events Coordinator

GENERAL PURPOSE

This position works under the direction of the Director of Parks and Public Works, to plan, administer and execute activities for a variety of community activities.   Arranges for and coordinates event support services. Operates with minimal supervision and exercises independent judgment in completing tasks.

SUPERVISION RECEIVED

Works under the general supervision of the Director of Parks and Public Works.

SUPERVISION EXERCISED

None.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Plans, organizes, prepares and executes a variety of events; determines purpose of event and prioritizes goals and objectives; and maintains records of each event.
• Serves as primary contact for events and initiates contractual agreements. 
• Ensures assigned events operate within budget guidelines.
• Coordinates event element requirements, such as scheduling; budget development; site services; entertainment; ground transportation; food and beverage services; audio/visual technical productions; rentals; décor; assesses risk/safety management; collateral materials; reservations; volunteer and city staffing; sponsorships; and purchasing and receiving supplies.
• Ensures the physical event set-up and all equipment/personnel provided meets event requirements
• Works in coordination with the Communications Department on creative services and media production; marketing including website content management.
• Assists in the development and monitoring of project and/or program budgets and in the development of short/long range plans. 
• Works in coordination with Communications Department to compose, prepare artwork, and in designing written media for events, including web postings, advertisements, brochures, newspaper articles and event banners. 
• Updates information/brochures/posters on the City website and ensures that information is current.
• Collaborates with City departments or other organizations to plan and/or develop events and activities to improve coordination of services.
• Maintains positive professional relationships with City departments and provides support for events sponsored by departments other than the Parks & Public Works Department.
• Accepts and processes registrations and payments for recreation reservations.
• Responsible for City events calendar.
• Coordinates events to ensure public safety and compliance with applicable laws, ordinances, City Code and policies; and reviews permits, applications, contracts and other documents for completeness and accuracy.  
• Participates in post-event meetings to discuss any concerns, issues, etc. that occurred during the event.
• Keeps inventory of storage building contents; and ensures contents are stored in a safe, secure and orderly manner.
• Administers daily office operations in the absence of the Administrative Assistant.
• Drives a City vehicle to accomplish job functions when needed.
• Exercises independent judgment and maintains confidentiality when required.
• Reports any on-the-job injuries or incidences to the Director and to the Human Resources Department, as appropriate.
• Conveys a positive professional image by action, communication and appearance.
• Exhibits regular, reliable and punctual attendance, which is an essential function of this job.
• Performs other related duties as required/assigned.

PERIPHERAL DUTIES

• Represents the City and department at public meetings and conferences, when requested.
• Attends professional development workshops/conferences, travels to various destinations in and out of the City.

DESIRED MINIMUM QUALIFICATIONS

Preferred Education and Experience: 

• Associate's degree from an accredited college or university, with major coursework in Business Administration, Public Administration, Marketing, Liberal Arts or a related field.
• Minimum of three (3) years of relevant work experience in a convention center, public assembly/event facility, recreation/community center, or other related facility/industry.

Knowledge, Skills and Abilities:

• Knowledge of City ordinances, codes, procedures and policies applicable to job related functions.
• Knowledge of all safety standards applicable to event planning or be able to be trained to a complete understanding of all such safety standards. 
• Knowledge of event and facility planning. Typical administrative practices and processes associated with local government offices or functions or possess ability to acquire and put such knowledge into practice.
• Knowledge of office machines, such as a scanner, computer, and copier; and of office practices and procedures.  
• Knowledge of proper cash handling procedures.
• Ability to be outgoing and enthusiastic in promoting City programs and events.
• Ability to provide excellent public relations and customer service, often to multiple customers at the same time.
• Ability to establish and maintain an effective working relationship with all levels of management, City officials, vendors, other employees, and the public.
• Ability to communicate effectively in the English language in person, by telephone, and by e-mail with all levels of management, City officials, vendors, other employees, and the public.
• Ability to meet deadlines and perform multiple tasks under pressure; manage several projects at one time; work with frequent interruptions and changes in priorities.
• Ability to work independently or as part of a team.
• Ability to proficiently operate computers and Microsoft office applications, including Excel, Word, Publisher, and PowerPoint.
• Ability to operate, catalog, edit and transfer photos, videos, and music.

SPECIAL REQUIREMENTS 

A valid state driver's license or ability to obtain one within three months.  Must be bondable.  

Must maintain a flexible work schedule to include weekdays, evenings, weekends, and holidays.

TOOLS AND EQUIPMENT USED

Personal computer, including word processing and spreadsheet software; computer system; calculator; phone; copy machine.

PHYSICAL AND ENVIRONMENTAL CONDITIONS

• The work environment is primarily an office setting, where noise and temperature levels are moderate.
• Some work takes place in an outdoor setting in extreme temperatures including heat, cold, temperature swings and inclement weather.  Subject to sunburn, and other sun exposure reactions; and exposure to stinging and biting insects, poisonous plants, snakes and other wildlife.
• Work may include weekends, holidays and evenings.
• Work may occasionally require travel, including overnight stays, involving training or conducting City business.
• The work is light work which requires exerting up to 40pounds of force occasionally, and/or up to 30 pounds of force to move objects.
• Must possess the physical ability to work primarily with fingers, perceive the nature of sounds, make rational decisions through sound logic and deductive processes, express or exchange ideas by the spoken word, substantial movements (motions) with the hands, wrists, and/or fingers, and discern letters or numbers at a given distance.
• Additionally, the following physical abilities are required: balancing, climbing, crouching, feeling, grasping, handling, hearing, kneeling, manual dexterity, mental acuity, reaching, repetitive motion, speaking, standing, talking, visual acuity, and walking.