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SPECIAL EVENTS COORDINATOR
DISTINGUISHING FEATURES OF THE CLASS
The work involves responsibility for designing and monitoring special events programs for a municipality. An employee in this class plans and oversees special events and suggests ideas for new events. In performing this function, the goal of these events is to provide the community with programs and events of interest. General supervision is received from an administrative supervisor with leeway allowed for the exercise of independent judgment in planning special event programs. Oversight is exercised over recreational staff and outside vendors that work at the events. Does related work as required.
TYPICAL WORK ACTIVITIES
Plans, organizes, and supervises special events such as ceremonies, parades, concerts, dances, and festivals;
Oversees the use of facilities for special events – manages lease agreements and contracts, monitors maintenance of municipally owned buildings, grounds, and equipment;
Negotiates contracts with local service providers by surveying area businesses for services offered, pricing, and availability; establishes fees and draws up service contracts;
Recruits, interviews, selects, and supervises specialized help for events such as sound and lighting technicians, photographers and musicians;
Contracts with police and emergency services to provide security and medical assistance at events;
Coordinates participation of civic, cultural, or other organizations in events;
Collects and analyzes information to assess community needs and wants for events and develops events based on that information;
Composes press releases and other informational materials to publicize events;
Prepares regular written reports;
Oversees performance of support staff, contractors, and skilled help at events.
FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS
Good knowledge of the business principles and practices used to plan, coordinate and execute successful programs.
Good knowledge of principles and practices of project management and administration.
Working knowledge of techniques to publicize programs and events.
Working knowledge of the form and content of equipment maintenance/service agreements, warranties, personal service agreements and leases.
Ability to communicate effectively, both orally and in writing.
Ability to establish good working relationships with organizations, groups, businesses and individuals.
Ability to create and manage business plans for revenue based special projects.
Ability to assess the effectiveness of operational and programmatic activities and to recommend changes that will increase customer satisfaction and participation.
Ability to prepare and maintain a facility and equipment maintenance schedule to ensure their proper use and to maintain maximum operating efficiency and equipment life as per the warranty and scheduled maintenance agreements.
Physical condition commensurate with the demands of the position.
A. Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with an associate’s degree and one (1) year of work experience, or its part-time equivalent, in in a clerical position in a municipal parks or recreation department; or,
B. Three (3) years of clerical work experience, or its part-time equivalent, in a municipal parks or recreation department.