What are the responsibilities and job description for the EVENTS / FACILITIES SUPERVISOR [FLSA: Exempt; SHIFT: 40 hrs/wk incldg nights, weekends, spec events] position at City of Oviedo?
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 class. The omission of an essential function does not preclude management from assigning duties not listed herein if such duties are a logical assignment to the position.
Plans, schedules, organizes, and coordinates logistical requirements for a variety of events and rentals; participates in pre-planning: maintains records and files; assists in budget preparation; prepares reports.
Plans, organizes, implements, and supervises Recreation programs and events at Center Lake Park; oversees and participates in promotional activities for Center Lake Park Amphitheater and Cultural Center; prepares an maintains files, records, and reports.
Promotes usage of Center Lake Amphitheater and Cultural Center by greeting clients and answering questions; promotes the facility and coordinates advertising for the programs or events.
Supervises personnel and completes employee performance evaluations for assigned personnel; recommends and assists with drafting discipline when warranted; performs coaching and counseling; drafts performance improvement plans if appropriate.
Interviews and selects staff; trains staff in basic operating procedures and the use of Rec Trac software; trains Cultural Center/Event staff in crowd management.
Works with guests and coordinates events/rentals facility staff to ensure proper event set-ups, changes/adjustments as requested by user; resolves event related challenges; coordinates the proper upkeep of rental facilities, contents, and grounds.
Performs administrative work, including answering phones, keeping records and accounts related to the operation of the Center Lake Park Amphitheater and Cultural Center; composes letters, prepares reports, correspondence, fliers, and monthly summaries outlining work activities.
Conducts tours of the Center Lake Park Amphitheater and Cultural Center informing prospective users of the public services and multiple facilities; promotes favorable image of the City.
Coordinates the completion of evaluations for each event by soliciting patron and use comments regarding the facility and services provided; documents and evaluates activities performed, problems encountered, actions taken, and related information; recommends changes in operational procedures based on findings.
Assists with the preparation of Events & Programs’ budget for Center Lake Park and Cultural Center.
Maintains various records and logs on programs, events, and/or facility rentals.
Collects and records rental fees and deposits; assigns rental rooms in accordance with established policies and patron needs; compiles statistical information on schedules, maintenance and facility use; assists with the Center Lake Park Amphitheater and Cultural Center budget planning.
Serves as liaison to caterers of the Center Lake Park and Cultural Center and ensures contract compliance. Accepts and processes caterer payments according to the agreement.
Provides assistance to the program cost analysis and performance measurement and benchmarking program for the department. Compares organizational performance to that of benchmarking partners and assists the department in determining reasons for variances and methods to improve performance.
Provides assistance to the management team by assisting with the communication of the Department’s goals and strategies to the community and assisting with the reporting of the department’s performance analytics.
Provides support and assistance with verbal, written, and graphic communication, and with the creation of newsletters, publications, and press releases for all divisions within the department to ensure consistency with the branding and accuracy with information provided to the public.
Assists the management team in preparing and distributing in-house communications, informational and promotional brochures, news releases, booklets, bulletins, fact sheets, and email blasts, in the promotion of City programs, events and special programming. Provides assistance with maintaining and updating the department’s social media platforms and department’s website copy with related information and promotional material.
Works collaboratively with all Recreation & Parks division staff and the Public Information Office for promotional marketing of departmental programing and services and social media work. Also works collaboratively with Finance Department on budget, performance measures and benchmarking efforts.
Monitors and analyzes online analytics (i.e., website, social media, search engines, etc.) to improve communication strategies, measure community satisfaction, and expand programming strategies/efforts.
Assists the Department leadership and any assigned staff with the composition and editing of articles, news releases, and special features about the Department including the plans and activities of the various Divisions within the department (i.e., Events, Athletics, Aquatics, Parks, and Recreation).
Assists with the marketing and branding of the rentals, programs, and the facilities /parks.
Assists with the preparation and development of policies and procedures for the Cultural Center.
Enforces departmental rules and regulations.
Performs related tasks as required.
Bachelor's Degree in Recreation, Event Management, Business/Public Administration, Public Relations, Marketing, Communication or a related field of study. A minimum of three (3) years of professional experience in recreation, public relations, or similar position with demonstrated experience in special event planning and management of projects. Experience with marketing, social media administration, or brand management and some proficiency with website administration, photography, video editing/design, and Vermont Systems recreational software is preferred. An equivalent combination of education, training and experience may be considered.
Must have a valid Florida driver’s license and maintain a clean and acceptable driving record.
Must be willing and able to work a flexible schedule including nights, weekends, and holidays.
SPECIAL REQUIREMENTS: American Red Cross First Aid and AED certification (must obtain within 6 months of employment). Crowd Manager certification must be obtained within one year of employment. Event Planners Association and Association of Certified Professional Wedding Consultants (or similar) certifications are preferred. Certified Parks & Recreation Professional (CPRP) is desired. Florida Recreation and Parks Association (FRPA) and/or Florida Festivals and Events Association (FFEA) memberships are preferred.
KNOWLEDGE, SKILLS, AND ABILITIES
Thorough knowledge of the equipment and techniques necessary to successfully conduct Special Events and Event programming.
Thorough knowledge of the methods involved in organizing, conducting, promoting, and supervising business meetings, weddings, receptions, banquets, retreats, and art and cultural programs.
Ability to establish and maintain good working relationships within the Department and throughout the City (i.e., Police, Fire, Public Works, Development Services, sponsors, vendors, etc.).
Knowledge of first aid methods and necessary safety precautions to be used in recreation work.
Ability to establish and maintain effective working relationships with associates and the general public.
Ability to clearly express ideas both orally and in writing.
Ability to multi-task and work on a variety of projects and tasks.
Proficient with computers and software programs such as Microsoft Outlook, Excel, Word, Publisher, and other similar programs.
Ability to add, subtract, multiply, and divide in units of measure using whole numbers, common fractions and decimals.
Ability to solve practical problems and deal with a variety of different situations where only limited standardization exists.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and/or government regulations.
As part of our commitment to a drug-free and tobacco/nicotine-free workplace, applicants are required to successfully pass a drug and/or tobacco/nicotine test as required by Florida law. Refusal to take a test, or failure to pass the test according to minimum standards, is cause for disqualification.
The complete job description and application materials are available at Oviedo City Hall, Human Resources Department, 400 Alexandria Blvd., Oviedo, FL 32765 or at www.cityofoviedo.net.
EOE-M/F/D/V-Drug-Free Workplace/
Tobacco-Free Work Environment
The City of Oviedo values the service veterans and their family members have given to this nation, and we support the hiring of returning service members and military spouses.
We understand that you are interested in learning the status of your application. Please be assured that the Human Resources Department will notify all applicants of the final status of their application. We manage a large volume of applications on a continual basis, and appreciate your patience during the process. It is not necessary to contact us to inquire about your status after submitting your application.
Salary : $54,216