Job Description

Posting number: 01594

Department: Parks & Recreation

Division: Special Events

Job classification: Special Events Assistant P/T

Posting type: Open

Categories: Parks

Summary

Target Hiring Range: $15.69 - $17.44

The purpose of this position is to assist the Special Events team with planning and coordinating the City’s special events and festivals. This position will assist with coordinating vendors, contractors, and musicians, work crews, content on event websites, employing industry best practices, utilizing excellent customer service skills, and facilitation of premier park programs. This position requires creativity, organization, teamwork, and initiative.

Examples of duties

• Assisting with team with the development, planning, preparation, and execution of citywide special events and festivals.
• Assists in creating activity and entertainment programming for events to include event activities, VIP experiences, volunteer management, ticketing systems, entertainers/entertainment and kid’s activities.
• Assisting with the vendor process to include but not limited to event supplies/entertainment, media purchasing –this includes getting vendor quotes, creating contracts, scheduling, and collecting the appropriate paperwork while ensuring on-going communication, vendor payments, and managing those vendors.
• Assists with purchasing, taking inventory, and organizing supplies used for events.
• Assists with materials and signage needed for event production, which may assisting in the creation of signage and working with sign vendor.
• Assists the Special Events team with new ways to enhance revenue and cost recovery for the city's special events.
• Maintain accurate databases and files for events and perform a variety of administrative activities.
• Assist in planning for premier park programming at Joya at Oran Good Park, John F. Burke Nature preserve, and other premier parks as assigned.
• Works in a fast-paced, multi-tasked environment.
• Utilizes exceptional customer service skills while providing a safe environment at events and festivals

Qualifications

• Work requires knowledge necessary to understand basic operational, technical, or office processes.
• Level of knowledge equivalent to four years of high school or equivalency or relevant experience working with special events and festivals.
• Experience working in a fast-paced, flexible environment is preferred.
• Experience with ActiveNet software preferred.

Employment is conditional upon successful completion of a criminal background check, drug and alcohol test, and a motor vehicle review.

Supplemental information

• Knowledge of basic office and business procedures, city policies, and rules and regulations.
• Ability to work with a variety of people is a fast-paced, flexible environment.
• Ability to organize and coordinate diverse types of rentals and events, enforce policies and procedures, and make mature judgments.
• Have regular and punctual attendance.
• Willingness to physically participate in the setup and tear down of rentals and events.
• Knowledge of writing and design principles.
• Decisions regarding implementation of policies may be made.
• Evaluates customer satisfaction and utilizes resources to continuously improve customer satisfaction.
• Contact may involve support of controversial positions or the negotiation of sensitive issues or important presentations.
• Contacts may involve stressful, negative interactions with the public requiring high levels of tact and the ability to respond to aggressive interpersonal interactions.
• This position normally performs the job according to his or her judgment with limited supervisory guidance.

Special Requirements:

• Must be able to work late nights, weekend, and flexible hours.
• Must pass a criminal background check within three months of the start date as well as a negative drug test.
• This position requires all staff to assist in the setting up or coordination of events as well as the takedown, this can include but is not limited to tent assembly, décor setup, sign and banner placement pulling trash, table and chair setup, barricade placement, etc.
• This position is classified as a safety-sensitive position and is subject to random drug and alcohol testing during the course of employment.

Licenses and Certificates:

Valid driver's license with good driving record and ability to maintain while employed is required.

CPR/First Aid/AED certifications are required

Work Environment

Generally works in a climate-controlled environment and requires physical e-ort in a variety of daily duties. Work performed requires the ability to tolerate regular adverse conditions such as working outside in extreme weather conditions. Work performed may cause fatigue of the eyes and other facilities because of the fairly continuous use of motor senses in the use of microcomputers. This position also requires extensive bending, crouching, and climbing and occasionally the physical manipulation of objects and frequently lifting objects.