What are the responsibilities and job description for the Events Permit Coordinator position at City of Boca Raton, FL?
General Statement of Job
The Events Permit Coordinator performs skilled clerical and administrative work in support of the Recreation Services Department by managing the special event permit process from application through approval. This position serves as the primary point of contact for permit applicants, providing guidance on procedures, policies, and regulations, and ensures accurate processing of fees, invoices, and documentation. The role also assists with the coordination, setup, and execution of community events. Work is performed under general supervision.
Essential Functions
- Assists and advises the general public in matters relating to the special event permit process, procedures, policies, and regulations.
- Serves as the point of contact for all recreation events (athletics, weddings, tournaments, internal events, film, etc.) permits.
- Tracks permit application from submission through approval; receive money and ensure completion of process.
- Handles all aspects of the event permit application process including taking and processing fees and initiating invoices.
- Resolves customer complaints or inquiries.
- Reviews and processes, chargebacks and refunds
- Supervises the flow of all paperwork to initiate permitting process.
- Verifies applications and permits for completion.
- Assists with community events and programs including set up and break down.
Knowledge, Skills and Abilities
Knowledge of:
- Special event permit processing and related procedures
- Standard office practices, methods, and professional business communication
- Department programs, policies, and procedures
- Using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) at an advanced level.
- Building and maintaining effective working relationships with staff, vendors, partners, and the public.
- Promoting a positive organizational image and engaging with the community in formal and informal settings.
- Working independently and collaboratively to complete assignments efficiently.
- Communicating clearly and effectively, both orally and in writing, with diverse audiences.
- Managing tasks to meet deadlines, stay within budget, and comply with policies.
- Taking accountability for personal performance and contributing to organizational goals.
- Operating standard office and computer equipment.
- Applying professional interpersonal and communication skills in a complex organizational environment.
- Understand and follow oral and written technical and general instructions.
- Strong attention to detail, organizational skills, and time management.
- Sound judgment in seeking out resources and consulting with others to gain and share information.
- Produce quality work and meet established deadlines.
- Plan, organize, and implement specialized recreational programs.
- Establish and maintain effective working relationships with associates and the general public
- Analyze workflow procedures and recommend improvements
- Participate in office activities to ensure uninterrupted flow of workload
- Understand and follow oral and written instructions.
- Work independently with minimal supervision
- Build and maintain effective relationships with employees, participants, and the general public.
- Adapt to a flexible work schedule, including weekdays, weekends, and evenings, as required.
Minimum and Preferred Qualifications
- Associate degree from an accredited community college, or completion of 60 credit hours of post-secondary education from an accredited college or university toward a four-year degree
- Experience in scheduling events
- Four (4) years of general office or clerical experience, including experience in issuing permits.
SPECIAL REQUIREMENTS:
- State of Florida Class “E” Driver's License
Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:
- Criminal Background Check
- Employment Verification
- Motor Vehicle Report
Physical and Environmental Demands and Conditions
The environmental conditions and physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.- Occasionally ascending or descending ladders, stairs, scaffolding, ramps, poles and the like.
- Occasionally moving self in different positions to accomplish tasks in various environments including tight and confined spaces.
- Continuously remaining in a stationary position, often standing or sitting for prolonged periods.
- Occasionally moving about within the immediate work area to accomplish tasks.
- Continuously moving from one worksite to another.
- Occasionally adjusting or moving objects up to 20 pounds in all directions.
- Continuously communicating with others to exchange information.
- Continuously repeating motions that may include the wrists, hands and/or fingers.
- Continuously operates a computer and other equipment using motions requiring manual dexterity or fine motor skills.
- Occasionally operating machinery and/or power tools.
- Occasionally operating motor vehicles or heavy equipment.
- Continuously assessing the accuracy, neatness and thoroughness of the work assigned.
- Continuously ability to observe details accurately and identify variances.
- Occasionally lift/carry objects 25 pounds or less.
- Occasionally push/pull objects 25 pounds or less.
- Continuously working in a normal office environment with few physical discomforts.
- Occasionally working in an area that is somewhat uncomfortable due to drafts, noise, temperature variation or the like.
- Occasionally working in an area that is very uncomfortable due to extreme temperature, noise levels or other environmental conditions.
- Occasionally working in an outdoor area where exposure to animals, reptiles and/or insects may occur.
- Occasionally working with equipment or performing procedures where carelessness would probably result in minor cuts, bruises or muscle pulls.
- Continuously regular in office attendance.
Essential Employee Designation
When normal operations of City departments are suspended or interrupted due to a declaration that a state of emergency exists, any employee may be deemed essential by the City. For the preparation and/or continuation of emergency operations or for special work detail, employees deemed necessary shall be required to work.
The City of Boca Raton is an Equal Opportunity, Inclusive, Veteran's Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.