Special Events Coordinator

Job Description

Job Description

SUMMARY: Under limited supervision, provides broad administrative staff support to the Director of Parks and Recreation and staff; performs special event preparation and coordination for the City.

ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

• Processes special event permit applications; contacts applicants; ensures compliance with regulations, laws and ordinances; ensures the satisfaction of participants; resolves concerns; reconciles permit fees and City labor/equipment costs; issues required permits.
• Meets with sponsors regarding special events; plans scope and event format; implements and monitors city event budgets and goals; arranges programs, events or conferences; coordinates speakers.
• Assists in planning staffing for events, including traffic control; addresses public safety concerns.
• Schedules and attends meetings for special events, boards and committees; updates the City web site; conducts research.
• Data entry; monitors and updates event budget spreadsheets; orders, organizes and maintains files, records and correspondence; creates reliable financial reports and collects payments on time.
• Maintain a working knowledge of complex needs of a wide variety of events
• Assists with facility rentals as needed; provides tours to City-owned facilities; schedules and attends rental meetings and bookings; supports the functions and operations of the 1880 Garten Verein and the Historic Water and Electric Light Community Center.
• Screens and routes phone calls; greets visitors; schedules appointments.
• Provides customer service; responds to questions from the public, City staff, Board and committee members, and outside entities.
• Supports the relationship between the City of Galveston and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.
• Employees may at any time be required to work in order to provide for the safety and well-being of the general public, including the delivery and restoration of vital services, in the event of an emergency.

KNOWLEDGE AND SKILLS:

Knowledge:

• City organization, operations, policies, and procedures.
• Principles and practices of special event planning.
• Modern office practices, procedures and equipment.
• Financial reporting systems.
• Record keeping and reporting.
• City codes and ordinances.
• Principles and practices of customer service.
• Principles and practices of project management.
• Business and personal computers, and spreadsheet software applications.

Skill in:

• Handling situations requiring diplomacy, fairness, firmness and sound judgment.
• Providing efficient customer service.
• Understanding and applying City policies and procedures.
• Explaining City policies and procedures.
• Creative thinking.
• Time management.
• Multi-tasking.
• Establishing and maintaining cooperative working relationships with all levels within the City.
• Communicating effectively verbally and in writing.
• Microsoft Office Products: Excel, Word, PowerPoint

MINIMUM QUALIFICATIONS:

High school diploma or GED equivalent required. A Bachelor’s degree in Recreation Administration, Event Management or a related field is preferred; AND two (2) years of experience in event planning, coordination, and management and/or in coordinating permitting among departments and/or supporting a multi-disciplinary task force which reviews permits.

Any work-related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements

LICENSE AND CERTIFICATION:

Possession of a valid Texas driver’s license.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT:

Work is performed primarily in a standard office environment with some exposure to an outdoor work environment. May be exposed to extreme weather conditions. May be required to lift and carry items weighing up to 25 pounds.

Compensation Range

DOQ

The City of Galveston is an equal opportunity employer and will consider only the qualifications of the applicants. The City does not tolerate any form of discrimination based on race, color, religion, sex, age, national origin, or physical/mental disability in employment or provision services.