Assistant Special Events Coordinator

General Nature of Work

The purpose of this classification is to assist to develop, implement and coordinate special events for the Parks and Recreation Department.

JOB RESPONSIBILITIES

The following duties are normal for this position. The mission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

·         Assist to develop, coordinate, and implement special events for the City; creates and develops theme, design and layout of events; schedules events; establishes, updates and maintains timelines for events; secures event site; layout space; designs event flow, crowd layout and control.

·         Assist the pre event activities; prepares and distributes documentation to departmental staff. Provides event information for publication; coordinates third party service contraction including preparing Requests for Proposal and Requests for Bid, negotiating contracts, etc.; attends meetings to ensure job responsibilities for event requirements are delegated; gathers and purchase supplies and prizes; obtains appropriate licenses and permits; ensures site appropriateness and readiness including safety, electrical, maintenance, rash, insect control.

·         Assist the event activities; monitors event activities to ensure safety and smooth operation of event staff and facilities; monitors facility and restrooms during functions; troubleshoots questions and problems during event; makes recommendations for resolutions; responds to emergencies, accidents and injuries during events; completes and distributes related documentation.

·         Assist the post-event activities; monitors tear down and clean up after events; conducts assessment and evaluation of events; prepare report of assessment to summarize outcome of events; develops recommendations for improvements and modifications.

·         Ensures adherence to established safety procedures; monitors work environment and use of safety equipment to ensure safety of employees and other individuals.

·         Performs general customer service and administrative duties; greets and assists customers; receives and responds to inquiries, concerns and complaints of citizens regarding special events; attends meetings; answers the telephone; prepares reports and correspondence; copies and files documents; enters computer data, etc.

·         Communicates with supervisor, City employees, law enforcement, vendors, entertainers, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, resolve problems, or give/receive advice/direction.

·         Prepares, types, proofreads, and/or completes various forms, reports, RFPs, RFBs, contracts, purchase orders, correspondence, budget documents, after action reports, charts, graphs, spreadsheets, or other documents.

·         Receives various forms, reports, correspondence, logs, invoices, contracts, insurance forms, estimates, drawings, maps, meeting minutes and agenda, policies, procedures, manuals, handbooks, directories, reference materials, or other documentation; reviews, completes, proofreads, processes, forwards or retains as appropriate. 

·         Operates a personal computer, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.

·         40-Hour workweek schedule including some weekend and evening work hours.

·         May work independently with responsibility for an assigned function or event.

Additional Functions: Performs other related duties as required.

KNOWLEDGE, SKILLS and ABILITIES                                  

Data Utilization:  Requires the ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.

Human Interaction:  Requires the ability to work with and apply principles of persuasion and/or influence over others to coordinate programs or activities of a project, and resolve typical problems associated with the responsibilities of the job.

Equipment, Machinery, Tools, and Materials Utilization:  Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude:  Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude:  Requires the ability to perform addition, subtraction, multiplication, and division.  May include counting, recording of counts, and basic measuring.

Functional Reasoning:  Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.

Situational Reasoning:  Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.

Requirements

MINIMUM QUALIFICATIONS

Bachelor’s degree in Public Relations, Recreation, Event Management, or related field; supplemented by three (3) years of progressively responsible experience in public relations, marketing, special events coordination or related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain a valid Georgia driver’s license.  

ADA COMPLIANCE

Physical Ability:  Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements:  Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, taste, odor, depth, texture, and visual cues or signals.  Some tasks require the ability to communicate orally.

Environmental Factors:  Essential functions are regularly performed without exposure to adverse environmental conditions.

The City of Kennesaw will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Benefits