Special Events Coordinator

PAY RANGE: $15.00 - $17.82/hr (commensurate with experience)

BENEFITS OF WORKING FOR THE CITY OF BROOKSVILLE:

20 days of PTO for the first year (unutilized hours roll over) and accrual increases with years of service

12 paid holidays and 2 floating holidays

Flexible scheduling for participating departments

Florida Retirement System Pension and Investment Plan

Employer paid health coverage

Tuition reimbursement up to $5,250 a year!

JOB SUMMARY: This position provides the initial contact for customers and visitors for planning city-wide special events or requests for street closures. The Special Event Coordinator plans, organizes, and coordinates all events including community events, special events, and city programs. This position reports to the Parks & Recreation Director or Operations Manager.

ESSENTIAL JOB FUNCTIONS:

• Receives and reviews all special event and street closure applications and routes for approval
• Schedules and meets with event organizers and Special Event review committee to review applications and discuss needs
• Works with the various City departments to ensure all logistics related to assigned events, including supervision of vendors, contractors, and other departments as it relates to specific events and programs are coordinated.
• Coordinates and arranges appropriate facilities, labor, equipment and material in the set up and break down of event logistics.
• Seeks out new events and event programing opportunities.
• Supervises contractual and volunteer workers as assigned.
• Obtains financial sponsorships and in-kind donations for City programming and special events provided by local businesses and organizations.
• Maintains excellent relationships with vendors, business owners, community leaders, local organizations, news media, and general public for event-related support.
• Manages and maintains event budget, timelines, and planning meetings for City events and programs.
• Assists with event-related marketing materials and communications.
• Regular use of City Vehicle to event spaces, vendor meetings, or supply runs
• Trains and supervises event staff including volunteers and department personnel, as well as other designated employees. Ensures roles and responsibilities are clearly communicated and understood, as well as the accountability for meeting goals and objectives.
• Works with the Public Information Coordinator to promote and market events to ensure distribution reaches entire community, on an individual basis and/or in collaboration with other City departments.
• Prepares graphics for social media content and promotion of the various initiatives through the development of various media including photography, publications, flyers, calendars, announcements and billboard type of advertising.
• A passion for community, attention to detail, ability to identify and recommend cost control measures under area of responsibility.
• Regular in-person attendance during City and department business hours; since face-to-face interaction and coordination, or work with other employees, outside colleagues, residents, or vendors, and all immediate access to documents or other information located only in the workplace is required.
• Attendance at scheduled City events is a requirement of the position. Normal working hours may be adjusted by supervisor as required.
• Performs other related duties as assigned.
• May assist at other locations as needed.

KNOWLEDGE, SKILLS AND ABILITIES:

• General knowledge of office practices and procedures as well as automated office systems including telephones, email, digital calendars, and other office equipment.
• Broad knowledge of general City information, sufficient to direct customers to needed services.
• Proficiency in Microsoft Office Suite • Strong written communication skills including knowledge of business English, composition and formatting of meeting minutes and correspondence.
• Skill in planning, organizing, and implementing plans for meetings and special events.
• Skill in diffusing difficult situations with angry or hostile citizens.
• Excellent organizational skills
• Ability to communicate effectively and interact with other employees, and the public using tact, courtesy, and good judgment.
• Ability to use appropriate judgment in interactions with challenging or angry individuals.
• Ability to multi-task and work with a high degree of accuracy and attention to detail in an environment of frequent interruptions with the ability to prioritize tasks
• Ability to work independently, stay on task and adhere to identified priorities.
• Ability to understand and execute verbal and written instructions, policies and procedures.
• Ability to maintain consistent and punctual attendance.
• Physically perform the essential functions of the job, including:
  • Frequently operate a computer and read a computer screen or typewritten page; Frequently communicate verbally;
  • Operate a multi-line telephone using a clear, well-modulated voice and good diction; Hear in an environment with background noise and foot traffic;
  • Sit for long periods of time;
  • Occasionally lift and transport objects up to twenty-five (25) pounds;

MINIMUM REQUIREMENTS LISTED AS FOLLOWS:

PHYSICAL SKILLS: Use of both hands with the majority of fingers in each hand. 20/40 vision (in at least one eye) and be able to hear, understand and verbally communicate in English at normal conversational levels in a typical governmental office (corrective devices acceptable). Occasional light lifting and/or carrying, bending, stooping, working, standing, and pulling. Must be able to easily carry (20) lbs.

EDUCATION, TRAINING AND EXPERIENCE: Associate degree in Event Management or related field • A minimum of two years of experience in large-scale event planning or related field; or any acceptable related combination of training, skills, and/or experience. Demonstrated ability in analyzing and preparing data for reports. Strong computer skills. Prior experience working experience dealing with the public, sometimes in difficult or stressful situations. Or an equivalent combination of education, training, and experience (i.e. higher education degrees, training, etc.)

LICENSES, CERTIFICATIONS OR REGISTRATIONS: Valid Florida Driver's License. CPR/First Aid Certifications (or acquired within 6 months of hire).

ADA STATEMENT: A qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act.

DRUG-FREE WORKPLACE: City of Brooksville is a drug-free workplace in accordance with Federal and Florida law.

VETERANS' PREFERENCE: Under Section 295.07, F.S., Chapter SSA-7, City of Brooksville provides to Veterans that preference in appointment will be given to preferenceeligible applicants.

Salary : $5,250