What are the responsibilities and job description for the Special Events Programmer (Events Specialist) position at City of Coconut Creek, FL?
Description
Our City is home to the Seminole Casino Coconut Creek, Butterfly World, and the Coconut Creek Promenade. Every one of our business owners and 61,000 residents rely on our awesome 400 employees. Are you ready to be one of us?
If you are interested in making a difference in the lives of others and serving the public; if you are innovative, progressive, dedicated, and looking for a workplace where you belong, consider applying to join our Coconut Creek family.
About the job:
Creates, plans and implements special events. Performs intermediate-level technical or specialized work in the Parks and Recreation department. Work is performed under general supervision with limited latitude. Position exercises some judgment in accordance with well-defined policies, procedures, and techniques.
Hours of work: 40 hours per week. Required shift work including days, evenings, weekends and holidays. Current schedule Tuesday through Friday 9:30am-6:00pm and Saturday 8:00am-4:30pm. Schedule adjusted based on events. Days/hours are subject to change.
Essential Duties and Responsibilities
The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the classification. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.
- Creates, plans, organizes, and implements all aspects of small and large events, both indoor and outdoor for the community
- Plans for different event scenarios, including contingency plans for possible weather or other unforeseen conditions and creates an event action plan
- Plans multiple events at once
- Plans event details, such as venue location, date, and time (such as holiday, cultural, etc.)
- Provides creative ideas and experiences, uses imagination and adds ambiance to elevate existing events
- Creates press releases
- Coordinates and obtains event entertainment and equipment, including movies, music, performers, services, vendors and guest speakers
- Maintains working relationship with all professional services
- Oversees events on the day of, including organizing vendors, solving problems, welcoming participants, conducting event set-up and breakdown with little to no assistance and communicating with staff
- Handles specific assignment/job tasks for each City-wide special event
- Ensures each event follows safety guidelines and adheres to City policies and procedures
- Manages internal and external inquires related to community events and communicates with a variety of groups and individuals including department and City staff, community groups, volunteers, senior citizens, special needs populations and the general public
- Obtains invoices and makes payments in a timely manner
- Stays within budget while planning events
- Creates event proposals and presents proposals by deadline
- Performs routine administrative support duties including composing correspondence, typing, copying and filing
- Obtains proper paperwork and documents for agreements, contracts and permits for all special events
- Submits permits for events when necessary
- Obtains and coordinates vendor deliveries and picks up necessary equipment and supplies for events
- Completes registration process utilizing Rec Trac (software program) for vendor payments and registrations
- Coordinates with Marketing Specialist in creating effective advertisements for each event
- Maintains inventory of supplies and equipment; completes requisitions for supplies and equipment as necessary
- Performs related duties as assigned and/or required
Qualifications
Must possess Associate's degree (or at least forty-five (45) credit hours) from an accredited college or university; supplemented by one (1) year of experience in planning special events.
The City reserves the right to consider alternate combinations of education, certification, training, and/or experience.
Bachelor’s degree in Recreation/Leisure Studies, Business, Event Management, Marketing, Hospitality Management, or a related field preferred.
Must have a state of Florida driver license, class E, a current cardiopulmonary resuscitation (CPR) certification and an automated external defibrillator (AED certification).
Supplemental Information
KNOWLEDGE, SKILLS, AND ABILITIES:
- Advanced knowledge of special events, recreation programming, municipal recreation and park programming, activities, and catering themed events
- Knowledge of marketing, advertising, and sales promotion
- Skill in Microsoft Office products (Word, Outlook, and Excel)
- Skill in providing good customer service
- Ability to create, imagine and develop themed events
- Ability to work outdoors in all-weather climates
- Ability to multi-task while working with tight deadlines and shifting priorities
- Ability to pay close attention to detail
- Ability to quickly and independently learn new software
- Ability to organize work for timely completion
- Ability to work with minimal supervision
- Ability to demonstrate excellent interpersonal skills, energy, and enthusiasm while working with all age groups including seniors, youth, and toddlers, with and without special needs
- Ability to use critical thinking skills to arrive at solutions and suggest improvements to processes
- Ability to clearly communicate and understand information in English, both orally and in writing
- Ability to establish and maintain effective and cooperative working relationships with those contacted in the course of work
- Ability to demonstrate innovation and creativity
- Ability to regularly attend work and arrive punctually for designated work schedule including evenings, weekends, and holidays
Depending on functional area of assignment, tasks involve the periodic performance of moderately physically demanding work, usually involving lifting, carrying, pushing and/or pulling of moderately heavy objects and materials (up to 80 pounds). Tasks that require moving objects of significant weight require the assistance of another person and/or use of proper techniques and moving equipment. Tasks may involve some climbing, stooping, kneeling, crouching, or crawling. Tasks may involve extended periods of time at a keyboard or work station and extended periods of time standing and/or walking.
ENVIRONMENTAL REQUIREMENTS:
Tasks are regularly performed inside and/or outside with potential for exposure to adverse conditions, such as dirt, dust, pollen, odors, fumes and/or poor ventilation, wetness, humidity, rain, temperature, and noise extremes, machinery and/or moving vehicles, vibrations, electric currents, animals/wildlife, toxic/poisonous agents, gases or chemicals, oils and other cutting fluids, violence and/or disease, or pathogenic substances.
SENSORY REQUIREMENTS:
Some tasks require manual dexterity, in addition to visual and hearing acuity. Some tasks may involve identifying and distinguishing colors.
