Special Events Programmer (Events Specialist)

About the job:  

Creates, plans and implements special events. Performs intermediate-level technical or specialized work in the Parks and Recreation department. Work is performed under general supervision with limited latitude. Position exercises some judgment in accordance with well-defined policies, procedures, and techniques. 

Hours of work:  40 hours per week. Required shift work including days, evenings, weekends and holidays. Current schedule Tuesday through Friday 9:30am-6:00pm and Saturday 8:00am-4:30pm. Schedule adjusted based on events. Days/hours are subject to change.

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the classification. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.
 

• Creates, plans, organizes, and implements all aspects of small and large events, both indoor and outdoor for the community
• Plans for different event scenarios, including contingency plans for possible weather or other unforeseen conditions and creates an event action plan
• Plans multiple events at once
• Plans event details, such as venue location, date, and time (such as holiday, cultural, etc.)
• Provides creative ideas and experiences, uses imagination and adds ambiance to elevate existing events
• Creates press releases
• Coordinates and obtains event entertainment and equipment, including movies, music, performers, services, vendors and guest speakers
• Maintains working relationship with all professional services
• Oversees events on the day of, including organizing vendors, solving problems, welcoming participants, conducting event set-up and breakdown with little to no assistance and communicating with staff
• Handles specific assignment/job tasks for each City-wide special event
• Ensures each event follows safety guidelines and adheres to City policies and procedures
• Manages internal and external inquires related to community events and communicates with a variety of groups and individuals including department and City staff, community groups, volunteers, senior citizens, special needs populations and the general public
• Obtains invoices and makes payments in a timely manner 
• Stays within budget while planning events  
• Creates event proposals and presents proposals by deadline
• Performs routine administrative support duties including composing correspondence, typing, copying and filing
• Obtains proper paperwork and documents for agreements, contracts and permits for all special events
• Submits permits for events when necessary
• Obtains and coordinates vendor deliveries and picks up necessary equipment and supplies for events
• Completes registration process utilizing Rec Trac (software program) for vendor payments and registrations
• Coordinates with Marketing Specialist in creating effective advertisements for each event
• Maintains inventory of supplies and equipment; completes requisitions for supplies and equipment as necessary
• Performs related duties as assigned and/or required

Must possess Associate's degree (or at least forty-five (45) credit hours) from an accredited college or university; supplemented by one (1) year of experience in planning special events.
The City reserves the right to consider alternate combinations of education, certification, training, and/or experience.

Bachelor’s degree in Recreation/Leisure Studies, Business, Event Management, Marketing, Hospitality Management, or a related field preferred.
 
Must have a state of Florida driver license, class E, a current cardiopulmonary resuscitation (CPR) certification and an automated external defibrillator (AED certification).