Assistant Civic Events Coordinator

Job Description

The City of Saratoga Springs has an opening for an Assistant Civic Events Coordinator to work in our Communication department. The purpose of this position is to have a part-time employee responsible for assisting the Civic Events Coordinator in creating and planning, organizing, managing, and otherwise carrying out City functions related to civic events, annual celebrations, and special events. This employee will be expected to use good judgment, creativity, and skills to carry out their duties. This is a part-time position working approximately 520 hours annually, hours will vary weekly based on ongoing projects. This positions may work 0 - 15 hours one week or 15 - 40 hours another week depending on City events and projects.

This position is responsible for assisting the Civic Events Coordinator in creating and planning, organizing, managing, and otherwise carrying out City functions related to civic events, annual celebrations, and special events.

Applicant should have experience in planning large events and festivals.

Applicant should have a skillset in social media to help implement virtual and online interactive events.

Applicant will need to be able to balance planning multiple events simultaneously.

Job Responsibilities

ESSENTIAL JOB FUNCTIONS:

• Attend monthly meetings for the different Civic Event Committees including but not limited to the Arts Council, City Celebrations Committee, the Youth Council and the Miss Saratoga Springs Pageant
• Assist in organizing and managing volunteers
• Assist in planning Quarterly events, facilities, fundraising, tickets, Health Department approvals, grants, and insurance
• Develop unity within the City and promote community identity
• Assist in Program Development (non-sports, hikes, bookmobile, nature, educational programming)
• Must have the availability to be flexible.
• Perform other duties as assigned.

Qualifications

Knowledge, Skills and Abilities

Knowledge of:

• The City's general operations and its planned civic events, including Saratoga Splash, Easter Egg festivities, Miss Saratoga Springs pageant and other events
• Mass gathering events, including what types of issues are typically important such as parking, pedestrian traffic, health department permits, food and alcohol consumption regulations, traffic control, public safety and any other pertinent issues related to large events
• Financial constraints and budgets, fundraising and volunteerism

Ability to:

• Motivate and generate volunteerism in the City to assist with civic events and celebrations
• Manage volunteers including groups and work programs for several unrelated projects simultaneously
• Be organized and a detail oriented self-starter
• Generate voluntary donation of funds, materials and resources from individuals and businesses for civic events and celebrations
• Perform all cash handling procedures as outlined in the Cash Handling Procedures manual
• Be creative, plan, organize and carry out all activities necessary to have civic events and celebrations.
• Create and initiate civic programs, including, but not limited to, non-sports programs, educational field trips and hikes, nature programs and any other programs that the City Council deems appropriate
• Maintain effective working relationships with City staff, members of the public, and others encountered in the course of work.
• Communicate well in a courteous and professional manner by telephone, in writing, and in person.

• Manage heavy workloads, prioritize, and multitask.
• Be a team player.
• Problem solve.
• Manage stress.
• Type accurately at 50 WPM.
• Work independently with general supervision.
• Understand and carry out written and oral instructions.
• Exercise sound and good judgment at all times.

WORKING CONDITIONS:

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions-including but are not limited to the job functions, qualifications, and competencies listed herein-of this job in the working conditions below. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The successfully candidate must be able to perform under the physical demands and work environment including but not limited to the following:

• Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms.
• Sit at a desk or table to operate a computer and related equipment and to type, read, proofread, interpret, and apply information obtained therefrom.
• Work at a project for sustained periods of time while maintaining efficiency, attention to detail, alertness, proficiency, and accuracy.
• Stoop and/or bend to move items into and between file drawers or other storage areas.
• Regularly walk, stand, or stoop for an extended period of time.
• The noise level in the work environment is usually moderately quiet while in the office and moderately loud when in the field.
• Work may periodically require the employee to climb, balance, bend, stoop, kneel, crouch, and/or crawl.
• Lift, carry, push, pull or move boxes or other items weighing up to 30 pounds.
• Lift, carry, push, pull, or move carts of items weighing up to 100 pounds.
• The employee will be required to work in outside weather conditions, in wet and/or humid conditions.
• Drive to meetings, appointments, and events

Additional Information
Salary Range:
Full wage range is as follows, please note hiring will normally occur at the minimum of the range and will not exceed the midpoint:

Min: $19.22/hr.
Mid: $23.07/hr.
Max: $26.91/hr.

Benefits:
This position does not qualify for benefits.

Open until filled.

Disclaimer

SUSPENSION OF PROCESS, ETC.: The City reserves the right to reject any and all applicants, to waive any requirement set forth in this announcement, and to hire anyone as the City Manager or designee deems to be in the City's best interest, all subject to legal requirements. Any application in response to this Announcement is at the applicant's sole risk and expense. Although the City anticipates hiring one of the applicants responding to this announcement, there is no guaranty that any responding applicant will be hired. Saratoga Springs is an Equal Opportunity Employer. Pre-employment drug testing, proof of employment eligibility, and a background check are required.

NOTES: • Saratoga Springs is an Equal Opportunity Employer. • The City will provide reasonable accommodations as needed. • Pre-employment drug testing, proof of employment eligibility, and background check are required.