Events Specialist

Responsibility for event scheduling and coordinating the use of the Civic Center's rooms and equipment as well as Events Labor. Work is performed under the general direction of the Events Manager or other supervisory personnel.

• Schedules and coordinates room and equipment rentals to include generating work schedules for Events personnel and filling those shifts. Informs City employees and surrounding businesses of major event usage in the building. Works with on-call staff to track equipment inventory and facility damage. Ensures rooms are ready for events. 50%
• Generates contracts for facility and equipment rentals and coordinates effort through completion of events including billing and event wrap-up duties. Informs users of policies, necessary licensing, insurance requirements and all other administrative requirements for event implementation. Requests, monitors and ensures that all necessary information, requirements, deposit and rent payments are submitted before events. 20%
• Performs box office duties as needed, including ticket sales. 10%
• Ensures all event shifts are adequately staffed and serves as an event laborer when needed to cover vacant shifts. 5%
• Works with Events Manager in developing marketing and promotion strategies of the facility. Conducts facility tours for prospective users, school groups and others. Promotes facility and events through maintaining, posting and disseminating calendars of events. 4%
• Manages Facebook page: Mansfield Center and Great Falls Civic Center. Posts photos, videos and other information about upcoming events. 3%
• Works with Events Manager in developing and streamlining operational procedures. 2%
• Assists on-call staff with heavy lifting when objects require 2 people to lift ie: Stage stairs, risers, and large wooden tables. 1%
• Informs Concessionaires of theater events. 1%
• Informs Automated Teller Machine (ATM) contact of events in the building. 1%
• Trains House Managers on Theater operations and emergency evacuation procedures for the Mansfield Theater. 1%
• Schedules the technical director for events in Convention Center requiring equipment or decorations hung from the ceiling. 1%
• Orders Convention Center supplies from head custodian. Orders office supplies from online retailers. 1%

• Associate's degree in hospitality, marketing, advertising or business desired.
• High School diploma, GED, or equivalent required.
• Proficient in MS Word/Excel/Outlook. Experience with event scheduling software is a plus.
• Three years of experience in event planning, operations and promotion, or similar work experience.

NECESSARY SPECIAL QUALIFICATIONS

Candidate must possess or have the ability to obtain valid Montana driver's license

• Working knowledge of the principles and practices of public relations and sales.
• Working knowledge of events planning, theatre, facility coordination or operations a plus.
• Ability to maintain legible, accurate, written and electronic records and develop reports.

• Must be able to work within a budget and maintain simple financial records.

• Ability to establish and maintain effective working relationships with co-workers, supervisors, vendors, facility renters and the general public.

• Ability to operate a computer and related software programs.

CORE COMPETENCIES

• Excellent Customer Service
• Excellent Communication Skills
• Fiscal Responsibility
• Computer Competency
• Problem Solving

SUPERVISORY RESPONSIBILITY

This position coordinates the Events' Laborers.

WORK ENVIRONMENT

Work is performed both in an office environment and locations throughout the Civic Center.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is frequently required to stand, walk, sit, bend, twist, reach, ride and perform similar body movements. Must have the ability to perform moderate physical work and to lift and carry up to 50 pounds at a time; the possession of hand/eye coordination sufficient to operate a personal computer, office equipment and a motor vehicle; the ability to talkand hear in person or by telephone; and the ability to see and read instructions and reports.

EXPECTED HOURS OF WORK

The work schedule is a 40-hour work week, Sunday through Saturday. Work is typically performed Monday through Friday but must be available to adjust schedule as needed to cover events. This position is a non-exempt and eligible for overtime. Any overtime must be authorized prior to working.

TRAVEL

Travel is primarily local during the business day. Occasional travel may be required to attend off-site training and educational opportunities.

Full-time Employee Benefits

The City of Great Falls offers a complete benefits package to our full-time employee including medical, dental, and vision insurance, retirement/pensions, paid holidays, vacation and sick leave. The City offers life and long term disability insurance to all full-time non-union employees. Union employees receive longevity pay. Optional plans are available for employees, flexible spending account, and 457 deferred compensation accounts.