Special Events Coordinator

Salary : $20.00 - $25.00 Hourly

Location : Petersburg VA 23803, VA

Job Type : Part-Time

Job Number : 00903

Department : Public Library (Part-Time)

Opening Date : 01 / 10 / 2025

Closing Date : 2 / 10 / 2025 11 : 59 PM Eastern

Description

General Description :

The purpose of this job within the organization is to develop and administer specific marketing programs and strategies to promote certain City facilities and locations for special events and broadcasts. Promotes the City of Petersburg facilities as a site for various recreational, indoor athletic, entertainment, educational, and cultural events. This job works independently, under limited supervision, reporting major activities through periodic meetings and reports.

Duties and Responsibilities :

The functions listed below are those that represent the majority of the time spent working in this job. Management may assign additional functions related to the type of work of the job as necessary.

Essential Functions

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this job. Management may assign additional functions related to the type of work of the job as necessary.

Essential Functions :

Event Planning and Management

• Plan, organize, and coordinate a variety of events, including conferences, banquets, weddings, conventions, civic functions, ceremonies, formal parties, concerts, festivals, and meetings.
• Meet with clients to discuss and understand their specific event needs and requirements.
• Evaluate event business components, such as insurance and licenses, to ensure compliance and proper service delivery.
• Develop creative and innovative event attractions through internal resources or qualified vendors.

Client Relations and Communication

Marketing and Promotion

Operations and Oversight

Creative Development

Develops marketing strategies and programs to promote the City of Petersburg as a venue for special events to include the Holiday Parade, Friday for the Arts, Black History celebration, 5K Marathon and other special events.

Conducts, attends and / or participates in staff meetings, meetings with other departments, meetings with citizen or civic groups, and meetings with vendors, contractors and / or consultants.

Plans, organizes, directs and manages the activities, operations, and obligations within the Special Events division along with the Film division in the City Manager's Office.

Staff the Special Events Task Force and identify in coordination with City departments and other governmental entities the nature and scope of governmental services necessary for special events.

Manages and monitor special event revenues and expenditures.

Submit recommendations to Council on various fee schedules.

Coordinates activities with clients on event layouts and event agendas; coordinate load-in and load-outs; confirm caterer licensing, liability insurance and ABC licensing; coordinate security, A / V needs and all aspects of event planning.

Manages the daily operations of the Union Train Station (major event location) which includes : assist with property management of leased space; contract compliance to include security and custodial functions and staff; serve as liaison between vendors and the City of Petersburg.

Consults with prospective licensees regarding plans and requirements, reviews applications, determines

acceptability of events, determines proper facility for events and interprets regulations for licensees.

Additional Duties :

Identify and secure film locations. Set up and conduct scouting trips with clients.

Coordinate film permitting in the City to include the requirement to secure certificates of insurance on behalf of Petersburg regarding necessary coverage.

Ongoing maintenance of the location photo library; presence in trade magazines and directories

Performs related work as assigned.

Responsibilities, Requirements and Impacts

Data Responsibility :

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Gathers, organizes, analyzes, examines or evaluates data or information and may prescribe action based on these data or information.

People Responsibility :

People include co-workers, workers in other areas or agencies and the general public.

Persuades or influences others in favor of a service, point of view, or course of action; may enforce laws, rules, regulations, or ordinances.

Asset Responsibility :

Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization.

Requires responsibility and opportunity for achieving considerable economies and / or preventing losses through the management of the City's special event facilities and locations; and / or handling of the respective contracts.

Mathematical Requirements :

Mathematics requires the use of symbols, numbers and formulas to solve mathematical problems.

Uses addition and subtraction, multiplication and division and / or calculates ratios, rates and percent's.

Communications Requirements :

Communications involves the ability to read, write, and speak.

Reads trade or industry journals, bulletins and literature. Composes routine reports and specialized reports, forms, and business letters, with proper format; speaks with compound sentences using normal grammar and word form.

Judgment Requirements :

Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.

Responsible for the actions of others, requiring almost constant decisions affecting co-workers, customers, clients or others in the general public; works in a moderately fluid environment with guidelines and rules, but frequent variations from the routine.

Complexity of Work :

Complexity addresses the analysis, initiative, ingenuity, concentration and creativity, required by the job and the presence of any unusual pressures present in the job.

Performs coordinating work involving guidelines and rules, with constant problem solving; requires continuous, close attention for accurate results or frequent exposure to unusual pressures.

Impact of Errors :

Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.

The impact of errors is high - affects customers and the City facilities. May expose the City to legal liability for incorrect usage of City facilities and or locations.

Physical Demands :

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Requires extended periods of walking and standing. Performs some sedentary work and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Equipment Usage :

Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.

Handles or uses computers, office equipment or work aids involving little or no latitude for judgment regarding attainment of a standard or in selecting appropriate items.

Unavoidable Hazards :

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

Involves routine and frequent exposureto bright / dim light, dusts and pollen.

Safety of Others :

Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public.

Requires some responsibility for safety and health of others and / or for occasional enforcement of the standards of public safety or health.

Qualifications

Minimum Education and Experience Requirements :

Bachelor's Degree in Business Management, Marketing or related field. Three (3) years of hospitality or event coordination experience is preferred; or an equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification.

Special Certifications and Licenses :

Must be willing to work occasional evenings, weekends and holidays. Current Virginia State driver's license or evidence of equivalent mobility.

For a summary of Benefits currently being offered by the City of Petersburg for Full-Time Employees Only , please click the following link :

10-point compensable veteran. You must have an existing compensable service-connected disability of 10 percent or more. Other 10-point veteran include disabled veteran or a veteran who was awarded the Purple Heart for wound or injuries received in action, veteran's widow or widower who has not remarried, wife or husband of a veteran who has a service-connected disability, widowed, divorced or separated mother of an ex-service son or daughter who died in action, or who is totally and permanently disabled. Do any of these apply?

5-point veteran's must have been discharged under honorable conditions and had one of the following : Active duty in the Armed Forces of the United States, in a war, or during the period 4 / 28 / 52 - 7 / 1 / 55 or active duty for more than 180 consecutive days other than for training, any part of which occurred during the period beginning 2 / 1 / 55 and 10 / 14 / 76 or active duty during the Gulf War sometime between 8 / 2 / 90 - 1 / 2 / 92 or active duty in a campaign or expedition for which a campaign badge has been authorized or active duty for which more than 180 consecutive days other than for training, any part of which occurred during the period beginning 9 / 11 / 2001 and ending on the date prescribed by the Presidential proclamation or by the law as the last date of operation Iraqi Freedom. Do any of these apply?

Do you possess a valid Driver's License issued by the Commonwealth of Virginia, or another state with reciprocity?

What is your highest level of education?

Do you have working knowledge of the American with Disabilities Act (ADA) and its applications?

Were you referred by US Army PaYS or Virginia Values Veterans V3? If so, please specify which program.

Have you previously worked for the City of Petersburg? If so, what department?

Required Question

Salary : $20 - $25