Parks and Recreation Special Event Coordinator

The Parks and Recreation Special Event Coordinator performs responsible work in the planning, coordination, and implementation of Parks & Recreation organized community special events and related outreach. Work is performed under the general direction of and reports to the Recreation Programming Division Manager.

The preferred hiring amount for this position is between $21.88 - $26.35 an hour. Starting offer is based on applicable education, experience, and internal equity. This is a Part-Time 30 hour per week, non-exempt, position which provides pro-rated benefits including 13 paid holidays, paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, City's retirement options, gym membership reimbursement, and continuing education/training opportunities.

• For a general summary of benefits offered by the City, please click the 'benefits' tab on this posting, or visithttps://www.charlottesville.gov/1047/Employee-Benefits.
• The City of Charlottesville manages its own retirement system and does not participate in VRS; however, the City has a Portability Agreement with VRS and there are certain provisions that must be met. If questions pertaining to the Portability Agreement, please contact the City's Benefits Administrator at 434-970-3462.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

• Plans, coordinates, implements, promotes, oversees, and evaluates a variety of community special events held by the Parks & Recreation Department that reach a wide range of audiences; which may include but not limited to events such as Sounds of Summer, Sunday Sundown, Downtown Safe Halloween, Easter Eggstravaganza, and/or others.
• Provides regular facility and park pop-up events designed to provide interaction between participants and community members with P&R staff and create increased awareness of Parks and Recreation services. Recommends potential community engagement events to supervisor.  
• Works with the P&R Marketing Coordinator for event outreach, marketing material, media content, and advertising to ensure appropriate promotion of events.
• Attends local, community-based events to promote and educate the public about Parks & Recreation events, programs, and opportunities.
• Works with other city staff to ensure facility and/or park space availability and to coordinate personnel resources.
• Instructs personnel in appropriate event standards, operations, and communication methods. Participates in and coordinates the set-up and take down of event equipment and features.
• Ensures that all policies, regulations, services, health, and safety factor procedures of the organization are followed.
• Directs temporary/seasonal employees, volunteers, interns and/or other staff during events. May supervise and evaluate temporary/seasonal staff.
• Resolves event schedule conflicts and issues.
• Tracks and assesses performance measures of events, event participation, and issues; recommends changes to supervisor.
• Orders and/or requests necessary equipment, supplies, and other resources; maintains and tracks events budget; prepares reports on events, outreach, materials, and supplies. 
• Operates a vehicle to transport equipment, supplies, and other event items.
• Responds to and communicates with participants, co-workers, and the public effectively, professionally, courteously, and thoroughly, including in the handling of complaints and concerns.
• Develops and maintains contacts with various community groups, schools, vendors, and other organizations.
• May represent the department in written or on-screen interviews to promote events.
• May be required to work weekends, nights, early mornings, and/or holidays; or as needed to provide necessary services to the public.
• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
• Regular and reliable attendance.

Other Duties

• Performs additional duties to support operational requirements as apparent or assigned.

Education and Experience: Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education.

• Associate Degree or higher in recreation, event management, or related field AND 6 months of experience in recreation, event planning, or similarly related area.

• High School Diploma or GED AND 2 years of experience in recreation, event planning, or similarly related area.

• 4 years of experience in recreation, event planning, or similarly related area.

• An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

Certifications/Licenses/Other Requirements:

• Must obtain and maintain a valid Virginia driver’s license and acceptable driving record according to city criteria (To view our driving eligibility requirements, visit https://www.charlottesville.gov/faq.aspx?qid=166).
• Must be able to work flexible schedule outside of normal schedule, including early mornings, nights, weeknights, weekends and holidays.
• Required to successfully pass a pre-employment background check and pre-employment drug screen.

Knowledge, Skills, Abilities and Other Characteristics: 
Job Knowledge:

• Knowledge of community recreation activities; and of the planning, organizing, implementing, directing, and best practices of managing public events.
• Knowledge of applicable local, State, and Federal policies, procedures, regulations.
• Knowledge of effective customer service methods and procedures.
• Working knowledge of applicable safety procedures.
• Working knowledge of fiscal record keeping, budgeting, and procurement.

Reading:

• Intermediate: ability to read and understand written materials such as newspapers, magazines, journals, multi-step instruction manuals, and reference materials.

Writing:

• Intermediate: ability to organize data and write clear and concise reports, prepare materials such as business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Ability to prepare financial, administrative, and operational reports.

Math:

• Basic: Ability to perform the four basic arithmetic operations of addition, subtraction, multiplication, division.

Communication Skills:

• Intermediate: Establishes and maintains effective positive communication and working relationships with co-workers, participants, managers, the media, and the general public. Provides and explains information on current policies and procedures. Contacts may involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.

Independence and Decision-Making:

• Requires General Direction: normally performs the job by following general instructions or established standard operating procedures and/or policies.  There is some discretion when making decisions among a few easily identifiable choices of the appropriate procedure or policy to apply to duties.   Performance is reviewed frequently.

Technical Skills:

• Basic: uses standard technical skills appropriate to the assigned and apparent job responsibilities. Skill in operating a computer to develop reports and track program accounts, including Microsoft Office applications and departmental software.

Fiscal Responsibilities:

• Forecasts supply/equipment needs, prepares purchase requisitions and/or makes purchases within limits authorized by supervisor. Maintains records, monitors and tracks applicable expenditures.

Supervisory Responsibilities:

• Directs temporary/seasonal employees, volunteers, interns and/or other staff during events. May supervise and evaluate temporary/seasonal staff. 

Other Characteristics:

• Organization and time management skills; sometimes under strict time constraints.
• Excellent customer service skills.
• Works closely with others as part of a team.
• Change of tasks and interruptions/requests for service.
• Performs multiple tasks simultaneously.
• Must be able to work flexible schedule outside of normal schedule, including early mornings, nights, weeknights, weekends and holidays.
• May require dealing with angry, frustrated and/or upset individuals.

Physical Demands:

• Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 25 pounds of force frequently, and/or up to 10 pounds of force constantly to lift, carry, push, pull or otherwise move objects.
• Requires moving around indoor or outdoor facilities, parks, athletic fields, and/or uneven terrain.
• Must be able to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Ability to observe details at close range (within a few feet of the observer).

Machines, Tools, Equipment, Software and Hardware:

• Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.  

Work Environment:

• Work is performed in an office environment where there may be exposure to computer screen for extended periods of time, monitor glare, and dust.
• Work is also performed in a recreation facility or outside park/recreation site, where there may be exposure to outdoor weather conditions and temperatures, extreme brightness/darkness, vibration, moving mechanical parts, chemicals/hazardous waste, blood-borne pathogens, acidic or harsh substances, electrical hazards, fumes/airborne particles, and fuels.
• The noise level is usually moderate.

Salary : $22 - $26