Special Events Coordinator

City of Allentown

Position Description

Class Title: Special Events Coordinator

Grade Number: S07; Non-Exempt, $59,735 per year

Department: Parks & Recreation

Bureau: Recreation

Union: None

GENERAL PURPOSE

The role of the Special Events Coordinator involves permitting, planning, organizing, and executing events across the City of Allentown in Parks and Recreation and hosted on city owned property. The coordinator acts as the primary point of contact between event organizers and various city departments that provide city services and support events. Ensures that all city services, such as permits, public safety, sanitation, and facilities are effectively coordinated to support successful events.

SUPERVISION RECEIVED

Works under the supervision of the Special Events Manager.

SUPERVISION EXERCISED

No supervision exercised.

ESSENTIAL DUTIES AND RESPONSIBILITIES

" Serve as the main point of contact for event organizers (applicants) who are planning special events within the city. Guide them through the application process and assist with any questions or concerns.

" Review event proposals and applications to ensure they are complete and accurate. Identify any missing information or potential issues and work with applicants to resolve them.

" Coordinate with city departments to ensure that services such as sanitation, street closures, police presence, fire safety, and emergency medical services are properly arranged for events.

" Facilitate pre-event site inspections with city departments to ensure all services are in place and compliance with safety regulations is met.

" Work with public safety departments to help applicants develop and implement emergency response plans, including crowd control, evacuation procedures, and communication protocols.

" Act as a liaison for any issues that arise during the planning stages, working with both the applicant and city departments to find solutions to problems such as service delays, weather plans, or last-minute changes.

" Provide support during events as necessary, ensuring that city services are functioning smoothly and handling any coordination issues that arise on-site.

" Maintain detailed records of all communications, permits, service requests, and agreements related to events. Track progress and ensure deadlines are met for both the applicant and city departments.

" Work with the City marketing team and Special Events Manager to develop a marketing plan to promote special events opportunities.

" Represent the City at community fairs, neighborhood community meetings and other events.

" Enforce rules and manage expectations of event applicants.

" Work closely with event applicants to ensure even sites are prepared in accordance with permitted site plans.

" Provide quality and effective customer service with courtesy and understanding to City customers, citizens, and internal departments.

" Attend planning meetings with applicants, city departments, and other stakeholders to ensure everyone is aligned and all services are properly coordinated.

" Perform related work as may be required.

MINIMUM QUALIFICATIONS

Education and Experience:

(A) High school diploma or equivalent required

(B) Two to three (2-3) years of experience; or any equivalent combination of experience and training that provides the required knowledge, skills and abilities

Necessary Knowledge, Skills, and Abilities:

(A) Strong organizational skills, attention to detail, and excellent verbal and written communication skills.

(B) Ability to work effectively with a diverse group of stakeholders, including city staff, community organizations, and users of the recreation system.

(C) Experience in coordinating across different teams to ensure logistical elements are in place for successful events

(D) Ability to solve problems efficiently and handle multiple tasks simultaneously is critical

(E) Ability to develop creative approaches for Special Events and community driven events.

(F) Ability to evaluate event planning and event proposals.

(G) Experience creating backup plans and addressing logistical challenges such as weather delays, emergencies, or other disruptions

(H) Knowledge of how to work with different city departments and agencies, including understanding their internal processes, timelines, and points of contact for efficient coordination.

(I) Knowledge of public relations and community outreach methods to effectively promote events and engage with the public. This includes understanding how to work with the media, use social media platforms, and create marketing materials.

(J) Understanding the basics of negotiating and managing contracts with vendors, service providers, and contractors for various event needs (e.g., catering, sound, lighting, staging).

(K) Ability to develop and maintain effective working relationships with employees, officials, other agencies, other jurisdictions, and the public.

(L) Ability to work with computers, proficient with standard data and word processing software.

(M) Ability to organize and provide good project management skills.

(N) Ability to work flexible hours, including evenings and weekends, as needed.

(O) Strong knowledge of customer service best practices, including how to handle inquiries, complaints, and problem-solving in a professional and effective manner.

(P) Knowledge of risk management practices, including how to identify potential hazards and mitigate risks related to large-scale public events.