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Event Specialist - Corvallis, United States - City of Corvallis
Description
Position Summary
Plan, lead, develop, coordinate, promote and evaluate Parks and Recreation Special Events. Collaborate with City and Department staff, businesses, community partners, and private organizations. These tasks are illustrative only and may include other related duties.
This position primarily works with events such as Oregon Senior Games & Turkey Trot. In addition, it may support to a smaller extent other events within the department as time permits. Position is stationed at the Corvallis Community Center.
Part-time, non-represented, casual position
Year-round, works the majority hours in the summer months and fewer hours during the school year.
July 40 hours a week
August 40 hours a week
September -June about 12-15 hours a week, a few more hours around key events such as Turkey Trot (November), Game Con (February), Planet Palooza (April)
Must meet all qualifications and requirements as listed in the position description.
At
Parks and Recreation, our mission is to preserve and create a community heritage by providing places and programs designed to enhance the quality of life.
Essential Functions
Leads, develops, and executes Special Events, including the Oregon Senior Games.
Assist department staff with community-wide and other special events such as Turkey Trot, Game Con, Concerts in Park, and Movie in the Park, as budget permits.
Guides, directs, and executes event support as needed. Performs event setup, teardown, and minor custodial cleaning and maintenance duties as assigned. Ensures event activities and sites are in compliance and meet established sport guidelines and requirements. Implement safety and risk management protocols associated with each site and sport.
Assists Department staff in assessing volunteer needs for assigned events. Works with Department Volunteer Specialists to identify and define volunteer tasks and jobs associated with special events. Collaborates with department and event staff to schedule volunteers.
Communicates with the department marketing team to ensure events have and follow a comprehensive marketing plan. Assists in the design of a variety of materials to create, maintain, market, and promote assigned events. Collaborates with marketing staff to develop and distribute promotional materials utilizing a variety of media and outreach tools. Identifies potential sources of volunteers and sponsors. Proofs and edits marketing materials and press releases as related to Special Events. Makes public presentations, establishes personal contacts with community agencies and individuals.
Recruits, screens, interviews, recommends hires, and places event and tournament directors and vendors to meet event needs. Negotiates and secures contracts and payments from vendors and sponsors. Provides support for contracts, acts as liaison to contractors, processes contract payments, and prepares contracts following City purchasing policies.
Plans, directs, guides and organizes event committee, communicating tasks, needs, opportunities, and challenges to staff and volunteers.
Serves as a point of contact, answers phone calls and emails, responds to requests for information, provides requested materials and information for events assigned.
Communicates information regarding programs and responds to inquiries from the public, internal customers, contractors, affiliated partners and program sponsors.Maintains financial records, revenue, expenses, and monitors budget. Responsible for event statistics, verifies volunteer and staff hours and services performed. Produces reports and tracking information as requested and required by the Department and/or outside agencies.
Maintains event registrations, rosters, project plans, files and databases as required by the City of Corvallis and department within retention schedule.
Use a variety of software and other methods to communicate with event staff, volunteers, participants, partners and sponsors. Contributes to department newsletters and other publications.Ensures compliance with City accounting policies and internal controls. Monitors area of responsibilities' use of the Operations Management Software. May utilize city procurement card for event related purchases.
Obtains and upholds requirements of applicable permits, including Special Use Permit, Sound Permits, Concessions Permits, Alcohol Permits, Right-of-Way Permits, Public Health related permits, etc.
Creates materials, schedules, and other supportive documentation as required for department events or programs.
Acts ethically and honestly; applies ethical standards of behavior to daily work activities and interactions. Builds confidence in the City through own actions.
Conforms to all safety rules and performs work is a safe manner.
Adheres to all City and Department policies.
Delivers excellent customer service to diverse audiences.
Maintains effective work relationships.
Arrives to work, meetings and other work-related functions on time and maintains appropriate job attendance.
Qualifications and Skills
Education and Experience
High school diploma or equivalent required.
Bachelor's degree preferred with a major in Recreation or Event Management, Communications, Nonprofit Management, Theatre,Social or Human Services or related area or an equivalent combination of education, training and experience providing the knowledge, skills and abilities necessary to perform the essential functions of the position.
Two years of relevant experience in coordinating, facilitating or directing recreation programs or events. Guiding or directing the work of staff, volunteers and/or contractors. One year of post-secondary education will be considered in lieu of one year of experience.
Knowledge, Skills and Abilities
Knowledge of event or sport coordination methods and resources preferred, including computer operations as they apply to event coordination.
Knowledge of sports and event industry qualifications, training, and requirements.
Ability to communicate effectively orally and in writing. Excellent customer service, problem solving, and presentation skills.
Ability to plan, implement, and direct events.
Ability to work on multiple projects and activities concurrently. High level of attention to detail and effective organizational skills for task management.
Ability to cognitively adapt and work in an environment with multiple interruptions and distractions.
Possess current knowledge of issues, trends, and interests for the event and age group of assignment, which may include older adult programs, adult and youth sports, volunteers, and special events.
Ability to get along well and maintain effective working relationships in a team environment with community groups, sponsors, volunteers and other employees.
Decision-making, conflict resolution, and negotiation skills.
Ability to use office computer software including email, spreadsheets, database and word processing programs for extended periods. Accurate keyboarding ability.
Ability to maintain confidentiality and exercise discretion and judgment in dealing with sensitive or confidential information.
Special Requirements
Current First Aid/CPR certification and Oregon Food Handler card must be obtained within the probation period and maintained during tenure.
Travel among City worksites, off-site events, trainings, meetings, and outreach presentations.This position has frequent schedule changes that may include early mornings, late evenings, weekends and holiday shifts.
Possession or ability to obtain and maintain a valid Oregon Driver License may be required depending on assignment.
Demonstrable commitment to sustainability.
Demonstrable commitment to promoting and enhancing equity, diversity and inclusion.
The individual shall not pose a direct threat to the health or safety of the individual or others in the workplace.
Ability to pass a pre-employment background and/or criminal history check.How to Apply
Qualified applicants must submit an online application located on the City of Corvallis website (click on "Apply" above).
Position is open until filled with first review of applications on June 17, 2024. Applicants are encouraged to include a cover letter and resume with the online application; however,
resumes will not be accepted in lieu of a completed online application. Late or incomplete applications will not be accepted/considered.
An Affirmative Action/Equal Opportunity Employer in Compliance with ADA.
