Special Events Coordinator

Title: Special Events Coordinator

Organization: PARDS: Recreation

Department: Recreation

Location: PARD Recreation

Rate of Pay: $17.82

Job Summary

Under supervision of the Assistant Parks & Recreation Director, the Special Events Coordinator is responsible for creating, administering & executing of a wide range of special events for patrons of all ages and abilities which includes planning, scheduling, supervising and evaluating all city sponsored events including but not limited to grand opening ceremonies, dedications, Easter, Earth Fest, Memorial Day, Fourth of July Event, National Night Out, Halloween Event, Veteran’s Day, Washington Tree Lighting Ceremony, CycloBia, Volunteer & Community Service, and other events as needed. This position is responsible for event development, promotion, event sponsorships, special contracts, and ensures compliance for all activities, events and organizations participating in City events and/or using City facilities as allowed, including safety and risk/ensuring proper maintenance of facilities and equipment including and issuing permits and billing.

Competencies

• Leadership
• Critical Thinking
• Strategic Planning
• Budget Development
• Problem Solving
• Innovation and Adaptability
• Customer Orientation
• Planning and Organizing

Key Functions/Knowledge/Skills

• Supervise, train, schedule, and oversee the work of recreational staff, seasonal

employees, independent program contractors, concessionaires, and volunteers,
ensuring the effective operation of all event programs.

• Plan for and coordinate multiple events to include reviewing and evaluating event plans;

developing detailed diagrams, layouts, and procedures; providing recommendations to
event organizers and groups; holding pre and post event meetings; and distributing
information to all City and/or contractor personnel for implementation of all contractual
obligations and conditions prior to the event; and establishes relationships with other
agencies/organizations in the local area and seeks volunteers and volunteer groups for
assistance in park beautification and program participation.

• Assess, plan, implement, evaluate and organize special events, including virtual

events, writing the copy, talking points, and polishing online presence to engage
community members.

• Provide on-site event management including leadership and expert advice, authorize

service adjustments, determine actions in emergency situations and act as a liaison with
Police, other departments and stakeholders.

• Prepare event budgets and monitor event expenditures. Produce revenue projections

and perform revenue analysis. Seeks alternative funding such as grants, outside funding
sources, and sponsorships for events and programs. Administers and analyzes surveys to
identify needs and trends.

• Create and promote events for the use of departmental facilities and programs by

collaborating with other city departments, public officials and agencies, and other
community groups.

• Initiate and/or participate in all efforts to publicize the events and promotions. Prepare

brochures, media kits, activity guides, press releases, and other innovative marketing
concepts.

• Support coordination of social media platform marketing to include Facebook, Twitter,

Instagram, and website content. Make website revisions and updates.

• Works closely with the Digital Graphic Designer in developing materials and managing

advertisements for a variety of events.

• Develop and maintain an extensive network of contacts, both internal and external, to

facilitate event coordination.

• Negotiate and administer contracts for independent contracts and concessionaires to be

available to the public.

• Attract various visitors, tourists, and community members events through marketing.
• Provide host management services by working closely with the Convention and Visitors

Bureau, hotels, and restaurants to coordinate promotion and marketing of programs
and events.

• Develop and monitor event timelines and ensure deadlines are met.
• Prepare and maintain accurate reports and records in a timely manner; presents reports

and presentations regarding outcomes and impacts of programs and events.

• Propose new ideas to improve the event planning and implementation process.
• Will be required to work some evenings, weekends, holidays and special events. Work

schedule and location is subject to change based on department needs. This position
will require traveling to multiple sites throughout the workday.

• Performs related tasks as assigned.

Minimum Education & Experience

• A bachelor’s degree from an accredited college or university with a major in Marketing,

Recreation, Communication and/or Business or closely related fields.

• Requires a minimum of 3 years of work-related experience
• Working knowledge of Adobe Suite Software
• Intermediate to advanced experience with social media and/or virtual applications
• Skilled in prioritizing, organizing, and managing multiple simultaneous projects

Special Certifications & Licenses

Valid Texas Driver’s License.

Independence & Judgement

Average judgment; must recognize and resolve problems such as bad grammar, type of procedure to apply, where to refer call or correspondence without specified destination, whether there is a problem/malfunction with a piece of equipment that needs attention, etc.; may involve freedom in selection of work methods among approved routines, setting of priorities, or sequencing of tasks within established schedules.

Initiative & Ingenuity

Greater level of knowledge when applying guidelines and interpretation of available options to non-standard situations; division goals drive priorities.

Supervisory & Responsibility

Does not supervise.

Financial Responsibility

Authorizes payment of accounts payable based on matching invoices; handles petty cash; makes purchases over $200.

Level & Frequency of Outside Contact

Frequent contact with the public or other organizations; interactions may require obtaining cooperation of people; courtesy and tact are required when dealing with moderately difficult or sensitive issues.

Physical Demands

Office job with little or occasional light physical effort; may require brief periods of heavy muscular exertion, such as standing, lifting, moving, pulling, pushing, etc. Ability to exert up to 20 lbs. of force occasionally or a negligible amount of energy frequently to lift, push, pull or otherwise move objects.

Responsibility for Equipment & Property

Responsible for use of equipment/property such as office equipment, supplies, etc., which are used in office.

Working Conditions

Fair inside or outside conditions; exposure to disagreeable conditions is brief or otherwise insignificant; space problems; only occasional situations that place the employee in a stressful environment.

Other Requirements

The City of Brownsville requires all employees to successfully pass a Drug & Alcohol and a physical examination and a Background Check.

ADA Requirements

The City of Brownsville is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

Benefits

The City of Brownsville offers a comprehensive benefits package designed to support its employees' well-being and future. Employees participate in a robust retirement plan through the Texas Municipal Retirement System (TMRS) City to Employee Matching Ratio 2:1, with eligibility for retirement after 5 years of service at age 60 or 20 years of service at any age.

The City provides exceptional health benefits, including medical, dental, and life insurance plans for employees and their families, along with vision coverage for employees enrolled in health insurance through MetLife. Employees and their dependents can also access care at Frontier Clinic at no cost when covered by the City's health plan. Additionally, pet insurance is available as a voluntary benefit.

Employees have access to deferred compensation plans through Equitable and supplemental insurance options from AFLAC and Colonial Life. Full-time employees accrue 10 sick days and 15 vacation days annually.
The City offers parental leave concurrent with FMLA for eligible employees, longevity pay, and 100% tuition assistance up to $5,000 annually. Furthermore, Brownsville observes 14 holidays per year, plus two floating holidays, giving employees a balanced and rewarding work-life experience.
Starting in fiscal year 2025, employees will have access to flexible scheduling options as part of our commitment to work-life balance.

EEOC Statements

The City of Brownsville does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors.