Community Events Coordinator (Exempt)

DEPARTMENT: PARKS AND RECREATION

POSITION TITLE: COMMUNITY EVENTS COODINATOR (EXEMPT)

PAY GRADE: 115

PAY RANGE: $50,996 to $61,196 Annually D.O.Q. (Depends on Qualifications)

HOURS: Must be able to work days, nights, weekends, holidays, and “split” shifts. Days and hours will vary based on program and event needs.

Position is open until filled.

MINIMUM QUALIFICATIONS:

Bachelor's degree in Parks & Recreation, Event Management, Public Relations, Journalism, Communications, Marketing or closely related field. Two (2) or more years of experience in newsletter design, public relations, community relations, with at least one (1) year of supervisory experience, or an equivalent combination of education, training, and experience.

Must be able to work days, nights, weekends, holidays, and “split” shifts.

Days and hours will vary based on program and event needs.

Preference given to those that have Parks & Recreation event planning experience.

Possess and maintains a valid Florida Driver’s License.

Pass City of Maitland screening requirements.

Must also possess the National Incident Management System (NIMS) IS-700 within 30 days of employment and the ICS-100 within 90 days of employment. There may be additional NIMS required, which will be scheduled by your Supervisor.

JOB DESCRIPTION:

This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

PURPOSE OF POSITION:

The Community Events Coordinator performs a variety of professional and administrative duties in support of the City of Maitland’s community special events and community relations efforts. Works under the general supervision of the Parks and Recreation Director, or assigned designee.

This position is considered an emergency/disaster position. During emergency conditions, all City employees are automatically considered emergency service workers. City employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation, which requires that the employee be ready, willing, and able to report to work during emergencies and/or disasters of any kind, notwithstanding any other commitments the employee may have and be able perform emergency services duties, as assigned.

ESSENTIAL JOB FUNCTIONS:

As a part of the Parks and Recreation program, the Community Events Coordinator coordinates and produces community special events sponsored by the city including, but not limited to, holiday events, a variety of monthly seasonal events, weekly Farmer’s Market, and other special events, as needed. In addition, this position coordinates with third-party organizations and individuals for the rental of City properties, the use of these facilities and the use of city services, for such events as fund raisers, weddings or other social gatherings, 5k races, etc.

Oversees all operations of the Senior Center through the general supervision of assigned personnel.

Supervises full-time and part-time staff members that have responsibilities over the Senior Center, performing minor maintenance, assisting with senior programs and events.

Seeks, identifies, and solicits corporate and private program sponsorships in support of community special events.

Ensures appropriate publicity and media coverage for community special events.

Develops long-range goals and objectives for improving existing community special events and developing new community events as appropriate as well as managing various employee relations events.

Coordinates and/or supports public awareness and information programs for special events designed to foster a positive public image of the City.

Coordinates and/or facilitates programs and the flow of information to educate the local community and employees regarding upcoming Parks and Recreation events and programs.

Ensures that outreach programs for seniors are developed and managed appropriately. Working with staff, assist in the creation of flyers, calendars, posting of events, etc. to market activities at the Senior Center.

Advocates, researches and gains full understanding of other senior programs and services in the community and region. Actively participate in the regional, state, and national aging service networks for ongoing training, information and advocacy of the Senior Center and related programs and events.

Ensures the City's website, social media accounts, and other communication tools are kept current and accurate to promote the activities and programs of the Parks and Recreation Department.

Reviews and evaluates graphic aids, printed materials and multi-media products for the promotion of Parks and Recreation activities.

Works closely with the Public Information and Communications Officer to coordinate and/or facilitate media coverage of Parks and Recreation events.

Issues special events permits, collects payments and ensures that all certificates of insurance are collected prior to the beginning of the event.

Assures that assigned areas of responsibility are performed within budget; performs cost control activities; monitors revenues and expenditures within assigned areas of responsibility to ensure sound fiscal control; assists with budget development and administration; develops program objectives through analysis of past activities.

OTHER JOB FUNCTIONS:

Occasionally attends City Council and other meetings as necessary to provide updates and requested information. Attends seminars and/or workshops related to assigned duties and responsibilities.

Supervises, participates in, and/or contributes to various department programs as needed.

Prepares general correspondence, proclamations, commendations, information packets and brochures as appropriate.

Performs all other duties as assigned.

CRITICAL SKILLS AND EXPERTISE:

Knowledge of event planning, production, operation, and marketing.

Knowledge of communication disciplines including public relations, media relations and promotions.

Knowledge of personnel management and laws. Ability to effectively supervise employees to maximize productivity; maintain effective working relationships with subordinates.

Knowledge of fiscal management, budget administration and performance measurement.

Demonstrated skill in preparation and production of print media as well as audio/visual materials.

Working knowledge of the Internet.

Ability to accomplish independent research.

Ability to express ideas clearly, concisely, and logically; orally and in writing.

Strong organizational skills. Ability to effectively interact with others, and meet multiple deadlines in an environment of rapidly changing priorities.

Ability to analyze facts and exercise sound judgment in arriving at conclusions.

Ability to develop long-range plans and programs based on priorities and needs.

Ability to organize, plan and motivate the work of full-time and part-time staff, as well as volunteers.

Working knowledge of modern office practices, systems and procedures; working knowledge of personal computers and electronic data processing.

EQUIPMENT USED:

Personal computer, software applications, Microsoft Office with emphasis in Excel, Word, Adobe Illustrator; telephone; copy machine; scanner; fax machine.

PHYSICAL DEMANDS:

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 accommodations 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, feel or operate objects, tools, or controls and reach with hands and arms. Normal vision for reading and performing inspections. The employee frequently is required to talk, walk, sit, climb or balance, stoop, kneel, crouch, crawl, lift, hear and smell. The employee is occasionally required to drive a city vehicle.

The employee must frequently lift and/or move up to 50 pounds and occasionally lift and/or move up to 100 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK LOCATION AND ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee occasionally works in outside weather conditions.

The employee is frequently exposed to hot or cold temperatures, wet and/or humid conditions, direct sun, fumes, or airborne particles, toxic or caustic chemicals and vibration.

The noise level in the work environment is usually quiet while in the office to moderately loud when in the park or other outside facilities.

THE CITY OF MAITLAND IS AN EQUAL OPPORTUNITY EMPLOYER AND A DRUG-FREE WORKPLACE.

AS PART OF OUR COMMITMENT TO A DRUG-FREE WORKPLACE, FOR ANY POSITIONS DESIGNATED AS A MANDATORY POSITION OR A SPECIAL RISK POSITION UNDER APPLICABLE LAW, JOB APPLICANTS ARE OFFERED EMPLOYMENT CONDITIONAL UPON SUCCESSFULLY PASSING A DRUG TEST. REFUSAL TO TAKE THE TEST, OR FAILURE TO PASS THE TEST ACCORDING TO MINIMUM STANDARDS, IS CAUSE FOR DISQUALIFICATION. ADDITIONALLY, IF YOU BECOME EMPLOYED WITH THE CITY, YOU MAY BE REQUIRED TO SUBMIT TO A DRUG TEST AS REQUESTED AND IN ACCORDANCE WITH APPLICABLE LAW. YOUR REFUSAL, OR FAILURE TO PASS THE TEST ACCORDING TO MINIMUM STANDARDS, WILL RESULT IN YOUR TERMINATION.