Community Outreach Director and PIO

WORK OBJECTIVE

Responsible for the oversight and staff management of Town Special Events, Facility Rentals, and the Healthy West Orange Arts and Heritage Center. Develops, organizes, coordinates, implements, manages and evaluates various Town special events and recreational programs; researches best practices; ensures compliance with all applicable rules, regulations, policies and procedures; and makes recommendations for program enhancements. Plans, assigns, coordinates, supervises, and reviews the work of assigned personnel. Oversees the special events permitting process. Provides excellent customer service, communication, planning, budgeting, and administrative services with keen attention to detail. Event coordination role requires a flexible schedule, with some work on evenings and weekends required. Represents the Town at community events and fosters partnerships with businesses and residents. All duties and responsibilities must be performed in an honest, ethical manner. Serves as the Public Information Officer, responsible for communicating necessary information to constituent via multiple channels and developing media strategies that promote a positive public image of the Town. Reports to the Assistant Town Manager.

ESSENTIAL RESPONSIBILITIES

The following responsibilities and duties have been provided as examples of essential types of work performed by positions within this job classification. Management reserves the right to add, modify, change, or rescind work assignments as needed.

• Creates an annual calendar and obtains approval for all planned events and programs, and venue selections including approved spending limits.
• Oversees all logistics related to assigned events, including supervision of vendors, contractors and other departments as it relates to specific programs and activities.
• Prepares all records, including use agreements (contracts); vendor forms; composes correspondence, including all information for residents and vendors.
• Initiates, reviews, and finalizes contracts for event services.
• Coordinates and arranges appropriate facilities, labor, equipment and material in the set up and break down of event logistics.
• Obtains financial sponsorship for special events by soliciting vendor and corporate underwriting and inkind donations.
• Manages and maintains department and event budget, prepares and provides reports.
• Assists with information and guidance to design and create all marketing materials, press releases, event communications, and invitations for interdepartments and the Town.
• Promotes and markets each assigned event to ensure distribution reaches entire community and beyond, on an individual basis and/or in collaboration with other Town departments.
• Trains and supervises special events staff including volunteers and department personnel, as well as other designated employees. Ensures roles and responsibilities are clearly communicated and understood, as well as the accountability for meeting goals and objectives.
• Identifies and recommends cost control measures under area of responsibility.
• Creates press releases, flyers, and other content to inform the public and promote a positive public image for the Town on social media, official Town Website, and community newsletters.
• Acts as a spokesperson for the Town; conducts media relations, public relations, marketing, and informational activities; coordinates with other Directors, and staff to disseminate accurate public information.
• Responsible for monitoring and maintaining the Town’s brand standards and all marketing as well as branding within Town departments.
• Performs other related duties as assigned

KNOWLEDGE | SKILLS | ABILITIES

• Ability to manage contracts and projects under deadlines
• Ability to establish and maintain effective working relationships with employees, consultants, and vendors
• Ability to communicate clearly and concisely, orally and in writing
• Ability to identify and resolve problems in a timely manner
• High focus on customer service and solving conflicts, treating clients and coworkers with respect
• Aligns work with Town of Oakland strategic goals and represents the Town positively and professionally in public
• Knowledge of time management with a focus on achieving immediate results.
• Knowledge of local corporate and philanthropic community. Solid project management and event planning logistics knowledge. Strong budget knowledge and management skills.
• Excellent communication and interpersonal skills, and the ability to lead, train and supervise others.
• Ability to manage and prioritize multiple projects and related resources.
• Ability to foster a team environment and rally volunteers, peers and Town personnel to assist and commit to the success of related events.
• Demonstrated ability to exercise good judgment when dealing with Town personnel, contractors, vendors and the general public.
• Assist in maintaining an organizational structure and staffing to effectively accomplish the department's goals and objectives.
• Manages annual budgets for the organization and performs periodic cost and productivity analyses.
• Effectively directs and supervises assigned staff, which includes work allocation, training, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance.
• Develops and maintains effective and trustworthy working relationships with administration, community groups, elected officials and others; develops and empowers employees; and promotes and supports excellence, efficiency, innovation, openness, and teamwork among departmental staff.
• Strong computer skills. Ability to analyze and prepare data for reports.
• Ability to manage and prioritize multiple projects and events.
• Ability to work nights, weekends, and holidays depending on event needs.
• Contributes to a positive environment that fosters creativity and out of the box thinking.
• Strong problemsolving skills and the ability to make sound judgement calls. Adheres to the policies, procedures, public records laws and standards of conduct set forth by the Town of Oakland
• Performs related duties, as directed, when such duties are a logical and appropriate assignment to the position.

LANGUAGE SKILLS / ABILITIES

Ability to read and comprehend simple instructions, short correspondence, and memos; ability to write simple correspondence; ability to effectively present information in one-on-one and small-group situations to community groups, clients, and other Town employees; required to be sufficiently proficient in English to be able to communicate effectively.

REASONING ABILITIES

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; ability to deal with problems involving several concrete variables in standardized situations.

COMPUTER SKILLS / ABILITIES

To perform this job successfully, an individual should have knowledge of database software; internet software; spreadsheet software and word processing software.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is regularly required to stand; walk; sit and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

ENVIRONMENTAL REQUIREMENTS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is frequently exposed to moving mechanical parts; outside weather conditions and vibration. The noise level in the work environment is moderate to loud.

EDUCATION | EXPERIENCE | LICENSES | CERTIFICATION

Education

• Bachelor’s Degree (B.A.) or equivalent from fouryear or technical school; or twoyears minimum of related work experience and/or training; or equivalent combination of education and experience.

Licenses | Certification

• Must possess a valid Florida Driver’s License with a clean driving record acceptable by most automobile insurance companies.

SUPERVISORY RESPONSIBILITY

• Community Outreach Manager
• Creative Content Coordinator
• Facility Rental Coordinator

OTHER JOB CHARACTERISTICS

• This is a fulltime position.
• May work extended hours including nights and weekends.
• Occasional travel may be required.

The Town of Oakland is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the Town of Oakland provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

About TOWN OF OAKLAND

A day spent in the Town of Oakland will take you back in time to the old, quaint Florida of yesterday - even as new residents begin to discover what just a few have known for generations. Due to growth in Orange County, maintaining Oakland’s small-town character as “Nestled Among the Oaks” has been one of its most difficult challenges – and greatest accomplishments. While new homes have been built in Oakland over the last several years, Oakland remains a quaint, unhurried community not unlike it was in 1887, when the town was incorporated. Tree-lined roads are nostalgic reminders of an era when life was simple, and everyone knew their neighbors.