- Salary
- $58k – $65k/yr
- Location
- Silver-Bow County, MT, MT, US
- Seniority
- Manager
- Education
- Associate
- Source
- GovernmentJobs
Description
Join the team that makes big events happen and play a key role in keeping the Civic Center running smoothly and ready for the moments that bring our community together. You’ll assist the Civic Center Manager in directing day-to-day Civic Center operations, guide staff and event logistics, oversee box office functions, and take the lead as acting manager when assigned.
This is responsible operational, administrative, and supervisory work supporting the management of a multi-purpose public assembly facility. The employee assists the Civic Center Manager with event planning and execution, facility operations, staff supervision, customer service, financial controls, ticketing, marketing and compliance. Work is performed under the general direction and supervision of the Civic Center Manager, with considerable leeway for independent judgment within established policies, budgets, contracts and operating procedures. The employee may direct regular, temporary, and event staff and serves as the manager in charge of the facility when designated or when the Civic Center Manager is unavailable. The work requires frequent contact with renters, promoters, performers, vendors, public agencies, community organizations, employees and the public, often during high-volume events and under time-sensitive conditions. This position requires work outside normal business hours, including extended evening, night, and weekend hours, as needed or when scheduled events dictate.
- Assists the Civic Center Manager in planning, coordinating, and evaluating facility operations, events, programs, and services.
- Serves as the manager in charge and acts on behalf of the Civic Center Manager when designated, which can include during assigned events, evenings, and weekends.
- Coordinates event details with renters, promoters, performers, vendors, schools, community organizations and other City-County departments.
- Reviews event requirements and prepares or coordinates event plans, schedules, staffing assignments, floor plans, equipment needs, security, emergency access, concessions, ticketing, parking and related logistics.
- Directs and monitors event setup, operation, and teardown at the Civic Center and at approved outside events using Civic Center resources or equipment.
- Assigns, directs and reviews the work of clerical support, box office, concession, service, temporary and event staff; assists with hiring, training, scheduling, coaching and performance feedback.
- Helps implement workplace and public safety and security procedures; identifies and reports hazards and coordinates with law enforcement, emergency services, private security and other responders as assigned.
- Responds to operational problems, emergencies, patron concerns and contract or service issues; resolves matters within delegated authority and promptly refers significant issues to the Civic Center Manager.
- Assists with facility bookings, availability inquiries, tours, estimates, use agreements, deposits, insurance documentation and other required event paperwork.
- Monitors compliance with facility use agreements, vendor and performer requirements, applicable laws, occupancy limits, licenses, policies and operating procedures; documents and reports concerns.
- Oversees box office operations and event ticketing, including event setup, seating maps, cash drawers, seller assignments, online and onsite sales, customer issues, access controls, reconciliations and final reports.
- Maintains appropriate internal controls for cash, credit card transactions, ticket inventory, concessions receipts, deposits and other revenue; investigates discrepancies and reports unresolved concerns.
- Assists with accounts receivable, accounts payable, purchase orders, billing, payroll records, event settlements and revenue and expense journals in accordance with established procedures.
- Collects and analyzes operational, attendance, financial and customer-service information and prepares accurate reports, projections and recommendations for the Civic Center Manager.
- Assists in monitoring expenditures and revenues against the approved budget and identifies anticipated variances or operational needs.
- Supports marketing, advertising, sponsorship and community outreach efforts; maintains event information on the Civic Center website, social media and community calendars and prepares promotional materials.
- Assists with grant applications, grant records, specifications, contracts, reports, board materials, meeting agendas and minutes, correspondence and other administrative documents.
- Maintains complete and current electronic and paper records relating to events, contracts, finances, personnel, vendors, inventory and facility operations.
- Works closely with Government Buildings, Public Works, Community Enrichment, Parks and Recreation and other departments to coordinate maintenance, repairs, equipment, staffing and shared operational needs.
- Identifies facility maintenance, equipment and capital improvement needs and communicates priorities and recommendations to the Civic Center Manager.
- Promotes professional, responsive customer service and productive working relationships with patrons, renters, promoters, performers, vendors and community partners.
- Attends meetings, conferences and workshops as requested and authorized.
- Performs other duties as assigned.
- Performs all duties and work assignments in a safe, healthy, and environmentally sound manner. Specifically, complying with the Health & Safety Program; maintaining work areas in a safe and orderly manner; identifying and reporting unsafe conditions; reporting all accidents; wearing required personal protective equipment; and attending safety-related meetings, training sessions, fit testing, etc.
- Performs all duties and work assignments in compliance with project quality requirements.
- Acts responsibly and ethically, and in conformance with generally accepted business, occupational, and professional standards.
- Performs other duties as assigned.
- Thorough knowledge of the principles and practices of event and facility operations for a multi-purpose public assembly venue.
- Thorough knowledge of customer service, box office and ticketing operations, event accounting, cash handling and basic bookkeeping practices.
- Working knowledge of event safety, crowd management, security coordination, emergency procedures, occupancy requirements and public assembly standards.
- Working knowledge of personnel supervision, work scheduling, training and performance feedback.
- Working knowledge of contract administration, vendor coordination, purchasing, accounts payable, accounts receivable, payroll records and budget monitoring.
- Ability to plan and coordinate multiple events and operational activities, establish priorities and meet deadlines in a changing, high-volume environment.
- Ability to assign, direct, motivate and review the work of regular, temporary and event staff.
- Ability to interpret and apply contracts, policies, procedures, laws, regulations and safety requirements and to recognize matters requiring management review.
- Ability to prepare and maintain accurate financial, operational, personnel and event records and reports.
- Ability to communicate clearly and professionally, orally and in writing, with officials, employees, renters, promoters, performers, vendors and the public using technical and nontechnical language as appropriate.
- Ability to establish and maintain effective working relationships and to respectfully de-escalate conflict with upset patrons, renters, vendors or employees.
- Ability to exercise sound judgment and respond effectively to operational problems and emergencies within delegated authority.
- Ability to maintain confidentiality and safeguard cash, financial information, personnel records, ticketing credentials and other sensitive information.
- Ability to use computers and software for ticketing, scheduling, word processing, spreadsheets, databases, websites, social media and other assigned functions.
- Ability to learn and apply new technology, procedures and information and to develop practical solutions from written or oral instructions.
Acceptable Experience and Training
- Graduation from an accredited college or university with an associate degree in business administration, hospitality or event management, recreation, public administration or a closely related field; and
- Considerable progressively responsible experience in event operations, facility operations, venue administration, box office management or a related field, including experience directing or supervising staff; or
- Any equivalent combination of experience and training that provides the knowledge, skills and abilities necessary to perform the work.
Required Special Qualifications
- Must possess a valid driver’s license issued by the State of Montana or the ability to obtain one within a reasonable period of time upon accepting employment.
- Must be a resident of Butte-Silver Bow during employment according to Butte-Silver Bow Ordinance. See below:
“2.08.010 Residence during employment.
From and after October 1, 1979, all employees of the local government of Butte-Silver Bow shall be bona fide residents within the boundaries of Butte-Silver Bow during the period of their employment by the government of Butte-Silver Bow.
(Ord. 85 § 1, 1979)”
Essential Physical Abilities
- Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to communicate well with the Chief Executive, Civic Center Board of Directors, maintenance and events supervisors and workers, customers, performers, exhibitors and the general public;
- Sufficient vision, with or without reasonable accommodation, which permits the employee to read and interpret specifications and contracts and to prepare administrative reports;
- Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate hand and power tools, transport material weighing 50 pounds, use general office equipment and motorized vehicles;
- Sufficient personal mobility, with or without reasonable accommodation, which permits the employee to move about a large sports and exhibition complex, work in confined spaces and enter, operate and exit motor vehicles.
- In addition to normal business hours, must be able to work extended evening, night and weekend hours as needed or when scheduled events dictate.
The City-County is an Equal Employment Opportunity Employer. It does not discriminate on the basis of race, color, religion, sex, age, national origin, physical disability, or veteran status.
This job description is a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities. Tasks and duties of the employee may differ from those outlined above.
ADA Accommodation Notice
The City-County of Butte–Silver Bow is committed to providing equal access to employment opportunities. If you require a reasonable accommodation to complete the application process or participate in the hiring process, please contact us.
