Job Summary

Under supervision of the Assistant Parks & Recreation Director, the Special Events Coordinator is responsible for creating, administering & executing of a wide range of special events for patrons of all ages and abilities which includes planning, scheduling, supervising and evaluating all city sponsored events including but not limited to grand opening ceremonies, dedications, Easter, Earth Fest, Memorial Day, Fourth of July Event, National Night Out, Halloween Event, Veteran’s Day, Washington Tree Lighting Ceremony, CycloBia, Volunteer & Community Service, and other events as needed. This position is responsible for event development, promotion, event sponsorships, special contracts, and ensures compliance for all activities, events and organizations participating in City events and/or using City facilities as allowed, including safety and risk/ensuring proper maintenance of facilities and equipment including and issuing permits and billing.

Competencies

• Leadership
• Critical Thinking
• Strategic Planning
• Budget Development
• Problem Solving
• Innovation and Adaptability
• Customer Orientation
• Planning and Organizing

Key Functions/Knowledge/Skills

• Supervise, train, schedule, and oversee the work of recreational staff, seasonal
employees, independent program contractors, concessionaires, and volunteers,
ensuring the effective operation of all event programs.
• Plan for and coordinate multiple events to include reviewing and evaluating event plans;
developing detailed diagrams, layouts, and procedures; providing recommendations to
event organizers and groups; holding pre and post event meetings; and distributing
information to all City and/or contractor personnel for implementation of all contractual
obligations and conditions prior to the event; and establishes relationships with other
agencies/organizations in the local area and seeks volunteers and volunteer groups for
assistance in park beautification and program participation.
• Assess, plan, implement, evaluate and organize special events, including virtual
events, writing the copy, talking points, and polishing online presence to engage
community members.
• Provide on-site event management including leadership and expert advice, authorize
service adjustments, determine actions in emergency situations and act as a liaison with
Police, other departments and stakeholders.
• Prepare event budgets and monitor event expenditures. Produce revenue projections
and perform revenue analysis. Seeks alternative funding such as grants, outside funding
sources, and sponsorships for events and programs. Administers and analyzes surveys to
identify needs and trends.
• Create and promote events for the use of departmental facilities and programs by
collaborating with other city departments, public officials and agencies, and other
community groups.
• Initiate and/or participate in all efforts to publicize the events and promotions. Prepare
brochures, media kits, activity guides, press releases, and other innovative marketing
concepts.
• Support coordination of social media platform marketing to include Facebook, Twitter,
Instagram, and website content. Make website revisions and updates.
• Works closely with the Digital Graphic Designer in developing materials and managing
advertisements for a variety of events.
• Develop and maintain an extensive network of contacts, both internal and external, to
facilitate event coordination.
• Negotiate and administer contracts for independent contracts and concessionaires to be
available to the public.
• Attract various visitors, tourists, and community members events through marketing.
• Provide host management services by working closely with the Convention and Visitors
Bureau, hotels, and restaurants to coordinate promotion and marketing of programs
and events.
• Develop and monitor event timelines and ensure deadlines are met.
• Prepare and maintain accurate reports and records in a timely manner; presents reports
and presentations regarding outcomes and impacts of programs and events.
• Propose new ideas to improve the event planning and implementation process.
• Will be required to work some evenings, weekends, holidays and special events. Work
schedule and location is subject to change based on department needs. This position
will require traveling to multiple sites throughout the workday.
• Performs related tasks as assigned.

Minimum Education & Experience

• A bachelor’s degree from an accredited college or university with a major in Marketing,
Recreation, Communication and/or Business or closely related fields.
• Requires a minimum of 3 years of work-related experience
• Working knowledge of Adobe Suite Software
• Intermediate to advanced experience with social media and/or virtual applications
• Skilled in prioritizing, organizing, and managing multiple simultaneous projects