Events Coordinator

Department: City Manager's Office Reports to: Communications Director

Summary: Under basic supervision, coordinates, plans, develops, and implements weekly, monthly, annual, and special programs, events, and activities for Downtown Odessa, Keep Odessa Beautiful, and many other City of Odessa Departments. Promotes and evaluates programs and events and assures that appropriate programs and activities can be provided for the community.

Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties that are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following: Pulls inventory for the mechanics and field to ensure they receive the correct parts in a timely manner.

• Continual positive representation of the City of Odessa Departments, including working with staff, volunteers, and vendors.
• Coordinates plans, develops, and implements the City of Odessa Department activities, outdoor and indoor programs, and community events, including school and community visits and after-hours projects. Adhere to all city, county, and state laws and regulations as well as City of Odessa, Downtown Odessa, and Keep Odessa Beautiful policies and procedures.
• Participation is required for all events and takes part in outside networking opportunities.
• Processes basic accounting and bookkeeping transactions in compliance with City rules, regulations, and procedures; maintains accounting records and reconciles transactions and accounting records within the scope of authority and training; duties may vary according to job assignment.
• Manages special projects and programmatic assignments, requiring knowledge of the city's operations, policies, and procedures and the assigned department. Creates and distributes newsletters, flyers, posts, etc.
• Provides informed and confidential technical assistance to customers and others in business with the City; assists customers with requests, applications, and other documents; retrieves and releases information according to City procedures; explains City rules, policies, and procedures.
• Responsible for logistics, including negotiations for space, contracts, room setup, reservations, decorations, entertainment, ordering food and beverage, and marketing. Orders supplies, equipment, and signage and ensures appropriate décor to meet quality and organization expectations.
• Evaluates programs for effectiveness and participation levels. Researches new events and program opportunities. Assists in the development of new programs/events and recommends program changes. Tracks services provided monitors results and generates operational and financial reports.
• Develop and implement an environmental education curriculum.
• Works closely with the Communications Director to maintain and stay on target with event accounting and administrative records. Manages expenditures, tracks revenue, and monitors budgets; prepares operational, statistical, and financial reports on programs and special events.
• Maintain social media platforms by posting reoccurring and special event information and program updates; reply to comments and questions in a professional and timely manner.
• Manage and update website information with reoccurring and special event information and program updates.
• Recruits and supervises work-study students, interns, and/or volunteers.
• Solicits and researches funding opportunities, grants, sponsorships, and donations; orders and approves requests for supplies purchases for events.
• Takes responsibility for sponsorships and in-kind donation solicitations for each event while cultivating ongoing relationships with donors.
• Responsible for maintaining, accurately updating, and efficiently utilizing the contact database for reports, registration, and mass correspondences related to events.
• Must have and maintain a cell phone for City use to hold this position.
• Supports departmental operations with regular and timely attendance.
• Supports the relationship between the City of Odessa and the public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.
• Other Duties: This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this position. Duties, responsibilities, and activities may change at any time, with or without notice.

Essential functions, as defined under the Americans with Disabilities Act, may include any of the representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer.

Minimum Qualifications:

Education, Training, and Experience Guidelines: A High School Diploma or GED is required. An associate degree in Business Administration, Communication, or a field related to this position OR 4 years of planning and organizing events is preferred. Relevant experience in event planning is preferred.

Knowledge, Skills, and Abilities:

• Policies, rules, and regulations governing the conduct and safety of public event programs.
• State and federal laws governing parks and public facilities, including OSHA and ADA requirements.
• Principles and practices for planning and management of programs.
• Local community resources and state and regional community service programs.
• Outlook, Word, Excel, PowerPoint, Canva software. Ability to quickly learn new software and troubleshoot issues.
• Strong communication skills, including comfort with public speaking.
• Coordinate community programs, projects, and events.
• Develop and evaluate program participation results and performance measures.
• Evaluate community needs and develop events and programs to meet needs and requests.
• Assess and prioritize multiple tasks, projects, and demands.
• Establish and maintain cooperative working relationships with city employees, public officials, and representatives from other local, state, and federal agencies.
• Collect, analyze, and disseminate program results and metrics.
• Attention to detail to manage event timelines and marketing processes.
• A team player committed to developing and working within a collaborative environment.
• Operate a personal computer utilizing a variety of business and graphics software.
• Communicate effectively verbally and in writing.

License and certification requirements: A valid Texas State Driver's License is required.

Physical demands and working environments: Work is performed in a standard office environment. Frequently operates in an outdoor and indoor environment.