Special Events Coordinator

SPECIAL EVENTS COORDINATOR

DEPARTMENT: PARKS & RECREATION

JOB CLASSIFICATION: PART TIME

SAFETY SENSITIVE: YES

PAY GRADE 5

Under the general direction of the Special Events Supervisor, the Special Events Coordinator will perform a variety of duties related to community events and arts council programs, as well as assisting with office operations. This individual must work well in a team environment. Spanish Fork City is seeking an individual with exceptional communication skills, a self starter with a strong organizational ability.

• Assists the Special Events Supervisor to create, plan, organize, implement and evaluate city events.
• Handles the maintenance of the Festival of Lights. Maintains and repairs structures including electrical light repairs such as rope lights, string lights, and bulb replacements. Assists in the overall event coordination.
• Assists with budgeting, purchasing, sales, marketing, advertising, obtaining required permits and licenses, acquiring sponsors, and securing quality entertainment.
• Helps review all expenditures for committees. Ensures all fees collected are handled and deposited according to policy.
• Coordinates with other divisions in Parks & Recreation as well as other departments within the city for events as necessary.
• Trains all volunteers and asks them to demonstrate that they understand city policies for purchasing, money handling and city branding of programs. Assist volunteers with program needs including advertising materials and website information with timely management of postings.
• Follows city hiring procedure for event helpers, entertainment, service providers, arts program teachers and tech helpers. This includes collecting documentation such as W9s and background check forms.
• Conducts research and data gathering, including field research, as required for products, services, entertainment or new event ideas.
• Keeps the special events storage pod organized; maintains collection, maintenance and storage of city assets for events, i.e. stage, risers, sound system, radios, etc.
• Position requires flexible daytime hours, some evening, weekend and holiday work as needed for events and programs.
• Performs other related duties as assigned.

1.

Education and Experience:

Bachelor's degree in Event Planning, Recreation Management or closely related field preferred. Experience in event planning required.

2. Necessary

Knowledge, Skills and Abilities:

• Ability to use computer programs such as Microsoft Office, social media, scheduling programs, spreadsheets, and graphics programs.
• Complete accurate records and statements; enforce rules and regulations firmly, but with tact; demonstrate good judgment in decision making.
• Must be capable of communicating effectively, both orally and in writing.
• Must be able to plan, organize, and implement special event programs.
• Ability to handle stressful and difficult situations in a calm and productive manner.
• Basic knowledge of event protocol and able to perform bid screening for services rendered.
• Demonstrate excellent organizational and public relation skills.

3. Special Requirements:

• Applicants must be able to work outdoors in unregulated weather (heat, cold, rain, snow).
• Must be able to lift 25 pounds.
• Must have a valid Utah Driver's License.
• Applicant will be required to submit to a criminal background check and drug test.