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Special Events Coordinator
2 months ago
The City of Haines City is an equal opportunity employer and will consider all applicants for all positions equally without regard to their race, sex, age, color, religion, creed, national origin, veteran status, or any other legally protected status. The City of Haines City is a Drug-Free Workplace. Applicants who complete the initial screening process will be required to complete a pre-employment drug screen and physical. Police Department applicants will also be required to take a Polygraph Examination. All information provided by an applicant will be verified for truthfulness and accuracy if a conditional offer of employment is made. Applications and other submitted documents are considered public records.
Salary range is provided to show the min to max compensation for a position. It is not the basis for or guarantee of a starting salary.
Position Function:
Under the direct supervision of the Special Events Supervisor, performs duties necessary to support the Recreation Division by coordinating City-wide and sponsored events through achieving community awareness and involvement; assisting with the design and distribution of promotional materials; and cultivating essential partnerships with the general public and vendors.
Essential Duties:
- Performs duties necessary to support the Recreation Division by coordinating City-wide and special events through achieving community awareness and involvement; assisting with the design and distribution of promotional materials; and cultivating essential partnerships with the general public and vendors.
- Performs contract management regarding sponsorships/fundraising, vendors, and/or contract labor for events. Duties include but are not limited to, assisting with reviewing, drafting, and obtaining approval on event contracts, ensuring proper insurance coverage, events scheduling management, ticket sales, and Form W-9 coordination with the Finance Department.
- Coordinates the appropriate set-up and tear-down measures, and promotional displays (all mediums and outlets). Duties include conducting manning needs assessments, requests for street closures, public announcements, equipment rental, transportation requests, and/or rental, and ensuring events meet ADA accessibility requirements. Responsible for the safe, effective, and efficient performance of assigned events.
- Responsible for developing and maintaining vendor and event logs; quarterly and annual reports; cost and profit analysis; volunteer logs, recruiting, and training; and cash management.
- Performs additional duties as assigned.
Environment:
Duties are primarily performed within an office environment or setting. Participation in outdoor events and/or venues could cause possible exposure to dust, mold, and allergens; noise; inclement weather; and electrical hazards.
Knowledge/Skills/Abilities:
- Required knowledge and experience are normally obtained through the completion of a curriculum resulting in either a High School Diploma or GED, and three (3) years work related experience in Recreation and/or Special Events are required.
- First Aid and CPR Certification are required.
- A Bachelor's Degree in Public Relations, Hospitality Management, Event Management, and Business Administration is preferred.
- Government experience is preferred.
- Knowledge of principles and practices of recreation and group activities.
- Work requires the ability to read and/or write letters, memos, contracts, spreadsheets, and other job-related analyses.
- Must possess excellent oral and written communication skills.
- Should be competent in the use of Microsoft Excel, Word, Publisher, and PowerPoint software, and promotional software used to develop brochures and other marketing collateral.
- Must be able to research, compile and analyze data, and then present findings to management in an acceptable format.
- Must be able to successfully conduct fundraising and obtain sponsorships for events.
- The ability to establish and maintain effective working relationships with City employees, other Federal, State, and local governmental representatives, contractors, consultants, vendors, media, and the general public is essential.
- Ability to work with, including updating and using, social media.
- Ability to create, implement, and oversee events.
- Ability to work a flexible schedule to accommodate special events and meetings.
- Ability to meet deadlines and work in a fast-paced environment with time constraints.
- Ability to work nights and weekends.
- Must possess a Valid Florida Class E driver's license.
- Must pass applicable pre-employment testing, and background and credit checks.
SPECIAL REQUIREMENT:
This position may be required to report for work when a declaration of emergency has been declared in Polk County.