What are the responsibilities and job description for the Special Services Coordinator position at City of Ocala?
This is a highly responsible professional, administrative position coordinating certain special services related to community events, athletic events and programs for both in the Recreation and Parks Department.ESSENTIAL DUTIES & RESPONSIBILITIES
Community Events & Programs: Coordinates special services related to internal and external community special events and programs.
Athletic Events & Programs: Coordinates special services related to internal and external athletic events and programs.
1. Customer Service: Provides a high level of customer service to the general public, management, supervisory staff, subordinates and coworkers in person, by telephone, email, through assorted paperwork/forms and regular participation in meetings. Uses independent judgement to meet customer needs and resolve customer complaints. Provides information on policy and procedures, rules and regulations, and related information; and ensures compliance of same.
2. Contract Monitoring: Assists in the oversight of special program agreements, lease and maintenance agreements for event venues and athletic facilities on City property. Reports issues related to non-compliance to the contract manager and/or supervisor in charge. Coordinates maintenance services. Monitors performance of contractors holding community events and athletic tournaments/programs on City property and City support functions for same to ensure that services are provided in compliance with specifications.
3. Event Venue/Athletic Facility Scheduling: Responsible for coordinating services associated with event venue & athletic field/court rentals and usage by the general public, not for profits, civic/service clubs, faith-based organizations, local youth/adult sports providers, school sports teams, athletic clubs/associations and department programming staff. Coordinates and communicates directly with internal staff as required to provide accurate schedules, lighting requests, power needs, signage and other items related to event venue and athletic facility usage.
4. Community/Athletic Events: Assists in the review of applications through final permitting for community events and/or athletic events on City property with internal and external event/program coordinator(s). Coordinates with internal staff, other City departments and outside agencies as required to align City services with event coordinator needs. Includes on-site supervision of event workers as needed during event/program.
5. Record Keeping: Maintains files and various records in keeping with the records retention requirements including the department’s registration software; pulls reports; assists staff and customers with issues related to same. Prepares reports for management and staff.
6. Quality Assurance: Performs event venue, athletic facility and ballfield inspections to ensure conditions are safe and are of a high standard. Completes reports related to same.
7. Financial Responsibilities: Responsible for collecting and accounting for all funds received and spent for the usage of the assigned facilities and equipment per established policy and procedure. Prepares daily deposit and cash reports and ensures timely delivery to Administration.
8. Equipment/Amenities: Responsible for purchasing event assets, equipment and amenities to be used at event venues and athletic facilities on City property. Includes but is not limited to tents, tables, chairs, cord covers, tools, soccer goals, scoreboards, bases, nets, goal posts, etc.
9. Emergency Management: Required to report to work if a flooding or storm threat exists to mediate, correct or protect areas in the city from damage.
May perform other duties as required or assigned.EDUCATION AND EXPERIENCE
High school diploma or GED supplemented by advanced courses in business or office administration.
Must have a minimum of five (5) years of administrative/management experience of a progressively responsible nature, preferably in a governmental setting.
Must have three (3) years of experience in customer service. An equivalent combination of training, education or experience may be considered.
REQUIRED CERTIFICATES, LICENSES, AND REGISTRATIONS
Must possess a valid Florida Driver's License with an acceptable driving record.
Within six months of employment must possess and maintain a valid Florida Commercial Driver's License Class "A" with an acceptable driving record. Must obtain a CDL permit by the first day of employment. SUPERVISORY RESPONSIBILITIES
Responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.
This position will directly supervise 0 employees.
This position may indirectly supervise 2 employees.
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.
CONSIDERABLE RESPONSIBILITY; may also occasionally assist in the planning of work assignments performed by others within a limited area of operation.
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. N/A
COMMUNICATION SKILLS
Ability to read and understand documents such as policy manuals, safety rules, operating and maintenance instructions, and procedure manuals.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ration, and percent and to prepare and interpret bar graphs.
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.)
ACCURACY
Probable errors of internal scope readily detected in normal course of work by standard check or routine crosscheck within a single department or office. Errors resulting from inaccuracy would create Minor confusion, delay or expense to correct.
PUBLIC CONTACT
Regular contacts with patrons, either within the office or in the field. May also involve occasional self-initiated contacts to patrons. Lack of tack and judgment may result in a limited type of problem for the organization.
EMPLOYEE CONTACT
Contacts of considerable importance within the department or office. Requires tact in discussing problems and presenting data and making recommendations.
Community Events & Programs: Coordinates special services related to internal and external community special events and programs.
Athletic Events & Programs: Coordinates special services related to internal and external athletic events and programs.
1. Customer Service: Provides a high level of customer service to the general public, management, supervisory staff, subordinates and coworkers in person, by telephone, email, through assorted paperwork/forms and regular participation in meetings. Uses independent judgement to meet customer needs and resolve customer complaints. Provides information on policy and procedures, rules and regulations, and related information; and ensures compliance of same.
2. Contract Monitoring: Assists in the oversight of special program agreements, lease and maintenance agreements for event venues and athletic facilities on City property. Reports issues related to non-compliance to the contract manager and/or supervisor in charge. Coordinates maintenance services. Monitors performance of contractors holding community events and athletic tournaments/programs on City property and City support functions for same to ensure that services are provided in compliance with specifications.
3. Event Venue/Athletic Facility Scheduling: Responsible for coordinating services associated with event venue & athletic field/court rentals and usage by the general public, not for profits, civic/service clubs, faith-based organizations, local youth/adult sports providers, school sports teams, athletic clubs/associations and department programming staff. Coordinates and communicates directly with internal staff as required to provide accurate schedules, lighting requests, power needs, signage and other items related to event venue and athletic facility usage.
4. Community/Athletic Events: Assists in the review of applications through final permitting for community events and/or athletic events on City property with internal and external event/program coordinator(s). Coordinates with internal staff, other City departments and outside agencies as required to align City services with event coordinator needs. Includes on-site supervision of event workers as needed during event/program.
5. Record Keeping: Maintains files and various records in keeping with the records retention requirements including the department’s registration software; pulls reports; assists staff and customers with issues related to same. Prepares reports for management and staff.
6. Quality Assurance: Performs event venue, athletic facility and ballfield inspections to ensure conditions are safe and are of a high standard. Completes reports related to same.
7. Financial Responsibilities: Responsible for collecting and accounting for all funds received and spent for the usage of the assigned facilities and equipment per established policy and procedure. Prepares daily deposit and cash reports and ensures timely delivery to Administration.
8. Equipment/Amenities: Responsible for purchasing event assets, equipment and amenities to be used at event venues and athletic facilities on City property. Includes but is not limited to tents, tables, chairs, cord covers, tools, soccer goals, scoreboards, bases, nets, goal posts, etc.
9. Emergency Management: Required to report to work if a flooding or storm threat exists to mediate, correct or protect areas in the city from damage.
May perform other duties as required or assigned.EDUCATION AND EXPERIENCE
High school diploma or GED supplemented by advanced courses in business or office administration.
Must have a minimum of five (5) years of administrative/management experience of a progressively responsible nature, preferably in a governmental setting.
Must have three (3) years of experience in customer service. An equivalent combination of training, education or experience may be considered.
REQUIRED CERTIFICATES, LICENSES, AND REGISTRATIONS
Must possess a valid Florida Driver's License with an acceptable driving record.
Within six months of employment must possess and maintain a valid Florida Commercial Driver's License Class "A" with an acceptable driving record. Must obtain a CDL permit by the first day of employment. SUPERVISORY RESPONSIBILITIES
Responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.
This position will directly supervise 0 employees.
This position may indirectly supervise 2 employees.
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.
CONSIDERABLE RESPONSIBILITY; may also occasionally assist in the planning of work assignments performed by others within a limited area of operation.
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. N/A
COMMUNICATION SKILLS
Ability to read and understand documents such as policy manuals, safety rules, operating and maintenance instructions, and procedure manuals.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ration, and percent and to prepare and interpret bar graphs.
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.)
ACCURACY
Probable errors of internal scope readily detected in normal course of work by standard check or routine crosscheck within a single department or office. Errors resulting from inaccuracy would create Minor confusion, delay or expense to correct.
PUBLIC CONTACT
Regular contacts with patrons, either within the office or in the field. May also involve occasional self-initiated contacts to patrons. Lack of tack and judgment may result in a limited type of problem for the organization.
EMPLOYEE CONTACT
Contacts of considerable importance within the department or office. Requires tact in discussing problems and presenting data and making recommendations.
Salary : $48,040 - $63,800
