SPECIAL EVENTS PERMIT COORDINATOR

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GENERAL DESCRIPTION OF POSITION
The Special Events Permit Coordinator is responsible for overseeing the special event permitting process and ensuring compliance with the City’s Code of Ordinances and other regulatory requirements. Reporting directly to the Leisure Services Manager, this position plays a key role in facilitating community events, private gatherings, and public celebrations while ensuring all required permits, approvals, and safety measures are in place. The coordinator works closely with the Facility and Park Reservations Specialist and serves as a backup when necessary to support event logistics and reservations.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Special Event Permitting & Compliance

• Manages the special event permit application process, ensuring all events, festivals, and public gatherings comply with City ordinances, state laws, and safety regulations.
• Provides guidance to event organizers regarding permitting requirements, fees, deadlines, and city regulations.
• Coordinates with internal departments (police, fire, public works, risk management, etc.) to ensure proper planning for traffic control, crowd management, security, and emergency services. Monitors program attendance, feedback, and performance to assess effectiveness and make improvements.
• Reviews permit applications, conducts site visits, and ensures compliance with required insurance, health, and safety protocols.
• Assists in drafting and updating city policies and procedures related to special event permitting.

Event Coordination & Logistics

• Serves as the primary point of contact for event organizers, vendors, and community partners throughout the event planning and execution process.
• Works closely with the Facility and Park Reservations Coordinator to ensure seamless scheduling and coordination of city venues for permitted events.
• Facilitates pre-event meetings, walk-throughs, and post-event evaluations to ensure event success and address any compliance issues.
• Assists in city-sponsored events, coordinating logistics and support services as needed.

Community Engagement & Public Relations

• Proactively communicates with residents, businesses, and stakeholders to minimize disruptions and enhance public engagement in community events.
• Works with the City’s communications team to promote special events through city websites, newsletters, and social media platforms.
• Responds to public inquiries regarding event permitting, city policies, and venue reservations.

Administrative & Financial Oversight

• Maintains accurate records of permits, event documentation, and compliance reports.
• Monitors event-related fees, deposits, and cost recovery measures to ensure financial accountability.
• Assists in the preparation of special event budget reports and financial forecasts.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Comprehensive understanding of the City's Code of Ordinances and the ability to interpret and enforce regulations related to special event permits, facility usage, noise control, alcohol service, and public safety requirements to ensure compliance and maintain community standards.
• Experience in event planning, permitting, and municipal regulations related to special events.
• Strong organizational, administrative, and communication skills. Strong organizational, leadership, and community engagement skills.
• Ability to coordinate with multiple departments, vendors, and community stakeholders to ensure event success.
• Familiarity with event logistics, crowd management, and risk mitigation strategies.
• Proficiency in recreation management software and basic financial record-keeping.
• Experience in coordinating municipal services for large-scale events, including street closures, parking management, and sanitation services.
• Strong understanding of Americans with Disabilities Act (ADA) requirements for public events and venues.

EDUCATION AND EXPERIENCE
Bachelor’s degree in Public Administration, Recreation Management, Event Planning, Hospitality Management, Business Administration, or a related field.

• Equivalent combination of education, training, and experience may be considered in lieu of a degree.

• Minimum three (3) years of experience in event planning, special event permitting, municipal government operations, recreation services, or a related field. • Experience working with local government regulations, public safety coordination, and multi-agency event planning is highly preferred.

• Familiarity with municipal permitting processes, budgeting for public events, and coordination with law enforcement and emergency services.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

• Must possess a valid Florida Driver's License with an acceptable driving record.

PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS

• Certified Festival & Event Executive (CFEE) or similar event management certification is a plus.
• Municipal government experience.

SUPERVISORY RESPONSIBILITIES
This position will directly supervise 0 employees.
If applicable, supervisory responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.

ANALYTICAL ABILITY / PROBLEM SOLVING
MODERATELY STRUCTURED. Fairly broad activities using moderately structured procedures with only generally guided supervision.

PLANNING
With regard to general assignments in planning time, method, manner and/or sequence of performance of own work.
LIMITED RESPONSIBILITY

DECISION MAKING
Performs work operations which permit opportunity for decision-making of minor importance. FREQUENTLY;
Performs work operations which permit opportunity for decision-making of major importance. FREQUENTLY;

COMMUNICATION SKILLS
Ability to read, analyze, and understand the most complex documents; Ability to respond effectively to the most sensitive inquiries or complaints.

CRITICAL THINKING SKILLS
Ability to utilize common sense understanding in order to carry out written, oral or diagrammed instructions. Ability to deal with problems involving several known variables furnished in written, oral, or diagram formats.

SUPERVISION RECEIVED
Under GENERAL SUPERVISON where standard practice enables the employee to PROCEED ALONE on routine work, referring all questionable cases to supervisor.

MENTAL DEMAND
MODERATE; Operations requiring almost continuous attention, but work is sufficiently repetitive that a habit cycle is formed; intermittent directed thinking to determine or select materials, equipment or operations.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTER
Regular use of complex machines and equipment (desktop/laptop computer and software, road and production machines and equipment, etc.)

PUBLIC CONTACT
Extensive contacts with various diversified sectors of the public environment; wherein, the contacts are of extreme importance and failure to exercise proper judgment can lead to substantial losses to the organization.

EMPLOYEE CONTACT
Contacts of considerable importance within the department or office. Requires tact in discussing problems and presenting data and making recommendations.

PHYSICAL ACTIVITIES
While performing the functions of this job, the employee may be required to:
Stand Regularly
Walk Regularly
Sit Regularly
Use hands to handle or feel Regularly
Reach with hands and arms Regularly
Climb or balance Occasionally
Stoop, kneel, crouch or crawl Occasionally
Talk or hear Regularly
Taste or smell Occasionally

WEIGHT LIFT REQUIREMENTS
The employee must occasionally lift and/or move:
Up to 25 pounds

VISION REQUIREMENT
Specific vision abilities required by this job may include:
Close vision (use of a computer, equipment, or any other work duties that require clear vision within two (2) feet or less).

ENVIRONMENTAL CONDITIONS
The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Outdoor weather conditions (exposure to outdoor heat, cold or inclement weather)
Occasionally
The noise level in the work environment is usually
Moderate (business office with computers/printers, light traffic, etc.)

ADDITIONAL INFORMATION
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).