Special Events Coordinator

General Nature of Work

The purpose of this classification is to develop, implement, and coordinate special events for the Parks and Recreation Department. 

JOB RESPONSIBILITIES

The following duties are normal for this position.  The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.  Other duties may be required and assigned.

•  Develop, coordinate, and implement special events for the City; create and develop theme, design and layout of events; schedule events; establish, update and maintain timelines for events; secure event site; layout space; design event flow, crowd layout and control, etc.; create program budgets for review; maintain, manage and oversee approved budgets. 
  
• Coordinate pre event activities; prepare and distribute documentation to departmental staff; provide event information for publication; coordinate third party service contraction including preparing Requests for Proposal and Requests for Bid, negotiating contracts, etc.; attend meetings to ensure job responsibilities for event requirements are delegated; gather and purchase supplies and prizes; obtains appropriate licenses and permits; ensure site appropriateness and readiness including safety, electrical, maintenance, rash, insect control, etc.
  
• Coordinate event activities; monitor event activities to ensure safety and smooth operation of event staff and facilities; monitor facility and restrooms during functions; troubleshoot questions and problems during event; make recommendations for resolutions; respond to emergencies, accidents and injuries during events; complete and distribute related documentation. 
  
• Coordinate post-event activities; monitor tear down and clean up after events; conduct assessment and evaluation of events; prepare report of assessment to summarize outcome of events; develop recommendations for improvements and modifications. 
  
• Ensure adherence to established safety procedures; monitor work environment and use of safety equipment to ensure safety of employees and other individuals. 
  
• Perform general customer service and administrative duties; greet and assist customers; receive and respond to inquiries, concerns, and complaints of citizens regarding special events; attend meetings; answer the telephone; prepare reports and correspondence; copy and file documents; enter computer data, etc. 
  
• Communicate with supervisor, City employees, law enforcement, vendors, entertainers, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, resolve problems, or give/receive advice/direction. 
  
•  Prepare, type, proofread, and/or complete various forms, reports, RFPs, RFBs, contracts, purchase orders, correspondence, budget documents, after action reports, charts, graphs, spreadsheets, or other documents. 
  
• Receive various forms, reports, correspondence, logs, invoices, contracts, insurance forms, estimates, drawings, maps, meeting minutes, and agenda, policies, procedures, manuals, handbooks, directories, reference materials, or other documentation; reviews, complete, proofread, process, forward, or retain as appropriate.   
  
• Operate a personal computer, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software. 
  
• Perform other related duties as assigned. 
  

KNOWLEDGE, SKILLS, and ABILITIES

• Ability to evaluate, audit, deduce, and/or assess data using established criteria.
  
• Ability to discern actual or probable consequences and in referencing such evaluation to identify and select alternatives. 
  
• Ability to work with and apply principles of persuasion and/or influence over others to coordinate programs or activities of a project, and resolve typical problems associated with the responsibilities of the job. 
  
• Ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. 
  
• Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
  
• Ability to perform addition, subtraction, multiplication, and division.  May include counting, recording of counts, and basic measuring. 
  
• Ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems. 
  
• Ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable. 
  

MINIMUM QUALIFICATIONS

Bachelor’s degree in Event Management, Event Planning, Arts Administration, Management, Entertainment Management, Hospitality Management, Recreation or a related field; supplemented by three (3) years of progressively responsible experience in special events planning and coordination, event production, hospitality, marketing, or a related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain a valid Georgia driver’s license.    

ADA Requirements:

Individuals applying for the posted position must be able to perform the essential functions of the position with or without a reasonable accommodation.

Physical Requirements: This position classifies the physical exertion requirements as sedentary work involving lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally, and other sedentary criteria are met.  

Sensory Requirements:  Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, taste, odor, depth, texture, and visual cues or signals.  Some tasks require the ability to communicate orally.  

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.