Special Events Coordinator

City of Haines City • Haines City, FL

12d

About The Position

Under the direct supervision of the Special Events Supervisor, performs duties necessary to support the Recreation Division by coordinating City-wide and sponsored events through achieving community awareness and involvement; assisting with the design and distribution of promotional materials; and cultivating essential partnerships with the general public and vendors.

Requirements

• Required knowledge and experience are normally obtained through the completion of a curriculum resulting in either a High School Diploma or GED, and three (3) years work related experience in Recreation and/or Special Events are required.
• First Aid and CPR Certification are required.
• Knowledge of principles and practices of recreation and group activities.
• Work requires the ability to read and/or write letters, memos, contracts, spreadsheets, and other job-related analyses.
• Must possess excellent oral and written communication skills.
• Should be competent in the use of Microsoft Excel, Word, Publisher, and PowerPoint software, and promotional software used to develop brochures and other marketing collateral.
• Must be able to research, compile and analyze data, and then present findings to management in an acceptable format.
• Must be able to successfully conduct fundraising and obtain sponsorships for events.
• The ability to establish and maintain effective working relationships with City employees, other Federal, State, and local governmental representatives, contractors, consultants, vendors, media, and the general public is essential.
• Ability to work with, including updating and using, social media.
• Ability to create, implement, and oversee events.
• Ability to work a flexible schedule to accommodate special events and meetings.
• Ability to meet deadlines and work in a fast-paced environment with time constraints.
• Ability to work nights and weekends.
• Must possess a Valid Florida Class E driver's license.
• Must pass applicable pre-employment testing, and background and credit checks.
• SPECIAL REQUIREMENT: This position may be required to report for work when a declaration of emergency has been declared in Polk County.

Nice To Haves

• A Bachelor's Degree in Public Relations, Hospitality Management, Event Management, and Business Administration is preferred.
• Government experience is preferred.

Responsibilities

• Performs duties necessary to support the Recreation Division by coordinating City-wide and special events through achieving community awareness and involvement; assisting with the design and distribution of promotional materials; and cultivating essential partnerships with the general public and vendors.
• Performs contract management regarding sponsorships/fundraising, vendors, and/or contract labor for events. Duties include but are not limited to, assisting with reviewing, drafting, and obtaining approval on event contracts, ensuring proper insurance coverage, events scheduling management, ticket sales, and Form W-9 coordination with the Finance Department.
• Coordinates the appropriate set-up and tear-down measures, and promotional displays (all mediums and outlets). Duties include conducting manning needs assessments, requests for street closures, public announcements, equipment rental, transportation requests, and/or rental, and ensuring events meet ADA accessibility requirements.
• Responsible for the safe, effective, and efficient performance of assigned events.
• Responsible for developing and maintaining vendor and event logs; quarterly and annual reports; cost and profit analysis; volunteer logs, recruiting, and training; and cash management.
• Performs additional duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees