Events Coordinator - Indio, United States - City of Indio, CA

City of Indio, CA Indio, United States

2 weeks ago

Description

Salary : $67, $99,860.80 Annually

Location : Indio, CA

Job Type: Full-time

Job Number:

Department: ECONOMIC DEVELOPMENT

Opening Date: 05/30/2024

Closing Date: 7/30/2024 5:00 PM Pacific

Description

***DISCLAIMER: The City reserves the right to accelerate or extend the "Closing Date" of open positions at any time, dependent upon the number of applications received. The City is in compliance with the Americans with Disabilities Act and will make all reasonable accommodations for the disabled to participate in employment programs and facilities. Women, minorities, and disabled individuals are encouraged to apply. The finalist must pass a pre-employment physical and drug screen.***

DEFINITION:

Under general direction, plans, coordinates in the City's efforts to enhance community engagement and promote civic pride through the planning, coordination, and execution of a variety of special events and public outreach initiatives.

DISTINGUISHING CHARACTERISTICS:

This position requires a dynamic individual with a passion for event management, exceptional organizational skills, and a keen eye for detail. The Events Coordinator will work closely with internal departments, external vendors, community organizations, and the public to ensure the success of City-sponsored events while adhering to relevant laws, regulations, and policies.
Duties

ESSENTIAL FUNCTIONS: (include but are not limited to the following)

Plan, coordinate, and conduct internal and external events, including community meetings, luncheons, special events, and some employee events.
Assist with set-up and breakdown for all City-sponsored special events, ensuring logistical arrangements are in place for a seamless experience.
Design, plan, implement, and coordinate approved events, including recommending and securing venues, managing event details, and collaborating with stakeholders to address potential challenges.
Establish and maintain effective communication with vendors, participants, and stakeholders, serving as the City's primary liaison to address inquiries and concerns.
Facilitate coordination between City departments involved in events to ensure timely completion of preparations and activities.
Serve as the City's liaison to community organizations and outside groups seeking to host events within the City limits or on City properties, providing guidance on approval processes and logistical arrangements.
Plan and recommend event budgets, monitor expenditures, and ensure compliance with financial guidelines.
Research and recommend innovative approaches to maximize public outreach and engagement, fostering a sense of community involvement in City events.
Collaborate with stakeholders to develop an annual event calendar, recommending adjustments based on public interest and feedback.
Assist in the development of departmental goals, policies, and procedures related to event management and public outreach.
Conduct special projects as assigned, researching and analyzing data to improve efficiency and effectiveness in event planning and execution.
Oversees the safety and security of guests and the preservation of the facilities, overall event operation and promotes the highest guest services standards.
Sets up event supplies, such as tables, chairs, tents, event fencing, power equipment, etc. prior to events as needed; properly stores supplies after the event.
Acts as City liaison for sponsored and non-sponsored events, ensuring event coordinators are complying with event regulations.
Schedule meeting rooms, facilities, meals, media equipment, and other event support.
Assist in the marketing and advertising campaigns events.
Capture event activities using digital tools and equipment to promote positive outcomes and experiences associated with the event.
Assists in the creation of digital content and manage its distribution across multiple digital platforms including social media, website, blogs, social audio, and other digital platforms that support events. This would include interactive infographics and other digital assets, such as video and audio clips.

OTHER DUTIES: (include but are not limited to the following)

Perform related duties and responsibilities as required.

SUPERVISON RECEIVED/EXERCISED:

Receives management direction from the Economic Development Manager.
Qualifications

MINIMUM QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification.)

Education:

Bachelor's degree from an accredited four-year college or university in hospitality, communications, public relations, business, public administration, or a related field.

Experience:

Two years of progressively responsible professional experience in event management, community outreach, or a related area.

License/Certificate:

Possession of a valid Class C California driver's license.
Additional Information

KNOWLEDGE/SKILLS/ABILITIES: (The following are a representative sample of the KSA's necessary to perform essential duties of the position.)

Knowledge of:

Modern principles and practices, and methods of marketing and social media trends; public administration polices, and procedures; principles of public information administration; applicable federal, state, and local laws, regulations, and procedures related to event planning and execution; research and reporting methods, techniques, and procedures, principles of mathematics and statistical analysis; structure and organization of public sector agencies; budget development and implementation; applicable federal, state, and local laws, codes, and regulations; methods and techniques of scheduling work assignments; standard office procedures, practices, and equipment; modern office practices, methods and equipment, including a computer and applicable software; methods and techniques for record keeping and report writing; proper English, spelling, and grammar.

Skill to:

Operate standard office equipment including a computer and variety of word processing, spreadsheet, and other software applications. Proficiency in budgeting and project management

Ability to:

This position is expected to meet critical deadlines and effectively manage multiple assignments. The role will also involve organizing documents and records, ensuring efficient access to information. The need to communicate with individuals from diverse social, cultural, economic, and educational backgrounds, demonstrating respect and sensitivity towards perceived differences. Strong writing skills are essential, as the position will be responsible for producing written documents with clear organization, proper sentence construction, punctuation, spelling, and grammar. Effective communication skills, both verbal and written, in various situations and with a wide range of people and diverse stakeholders is crucial. Overall, this role will be required to organize and disseminate information appropriately, while communicating clearly and concisely both orally and in writing.

MEDICAL/DENTAL/VISION INSURANCE: A flex benefit is provided monthly. There are several medical insurance programs, two dental plans and one vision plan from which to choose.

RETIREMENT: City participates in the 2% @ 62 for new PERS miscellaneous members and 2.7 @ 57 for New PERS sworn program. The City also participates in social security. Please contact Human Resources if you are an existing PERS member.

DEFERRED COMPENSATION: Voluntary employee contribution, a choice of two 457 plans.

VACATION LEAVE: Based on length of employment with the City. 0<4 years = 3.08 hours, 4<7 years = 4.62 hours, 7<10 years = 5.54 hours, 10 years = 6.15 hours, 11 years = 6.46 hours, 12 years = 6.77 hours, 13 years = 7.08 hours, 14 years = 7.39 hours and 15 more years = 7.69 hours.

Maximum vacation accumulation shall be three (3) times that employee's annual accrual coinciding with his/her current rate of earning. Upon reaching this ceiling, no more vacation shall accumulate until vacation is taken.

HOLIDAYS: City observes thirteen (13) holidays each year.

LONG-TERM DISABILITY (LTD): Benefit pays 66.67% of earnings to a maximum of $10,000 per month; 60 day waiting period; pays to age 65. Benefit can be coordinated with other available leave balances providing 100% of pay.

LIFE INSURANCE: $50,000 term life. Premiums paid by the City. Additional Supplemental Life plan is available for purchase.

MILEAGE: Employees who are required to use their personal vehicles for City business shall be reimbursed at the Internal Revenue Service (IRS) standard mileage rate.

EDUCATION REIMBURSEMENT: May be reimbursed for actual cost, subject to availability of funds.

OTHER: There may be other benefit provisions as specified in the applicable Memorandum of Understanding, or Resolution. Please contact the recruiter listed on the job posting directly for more information.

01

Do you possess a Bachelor's degree from an accredited four-year college or university in hospitality, communications, public relations, business, public administration, or a related field?

02

Do you possess two years of progressively responsible professional experience in event management, community outreach, or a related area?

Required Question

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