Special Events Operations Assistant

City of Tuscaloosa•Tuscaloosa, AL

4d•Onsite

About The Position

The purpose of this classification is to assist with administrative work functions associated with planning, developing, organizing, and implementing activities and programming for city-hosted and permitted events. Act as the initial point of contact for permitting processes for Special Events. Duties include processing and conducting an initial review of each special event permit application, tracking, and communicating requirements for all forms and applications, issuing and accepting payments for permits, acting as liaison between permittee and city departments, and support of various city-hosted events.

Requirements

High school diploma or GED required
Three years of administrative, clerical, or secretarial experience or a related field, preferably in an entertainment venue or event management environment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Must possess and maintain a valid driver’s license.

Responsibilities

Serves as the initial point of contact for permitting processes related to Special Event Permits and provides information to ensure a complete application.
Responsible for intake of permit applications, including completeness in initial review of the application and application checklist.
Improves clarity and productivity for the applicant by guiding the applicant throughout the permitting review process and communicates with appropriate departments and divisions for comments and approvals.
Checks all permit submittments to ensure that all necessary documentation has been received in order that both the applicant and reviewers are meeting all necessary deadlines to keep the review on track.
Works events at the city venues and facilities as required; including, but not limited to, Druid City Arts festival, Mayor’s Cup 5K, Live at the Plaza, Celebration on the River, Holidays on the Plaza, and concerts at Mercedes-Benz Amphitheater.
Performs extensive multi-tasking and requires flexibility in responsibility especially leading up to and on the day of events when long hours are worked- including nights, weekends, and holidays-and any other tasks needed to ensure a successful event.
Assists with set up and breakdown of equipment during city-hosted Special Events.
Assists in park operations, commemorative lighting requests, and processing Arts and Entertainment District applications and sticker distribution.
Processes incoming payments for services and issues receipts; records payments; enters data into computer; reviews data to ensure accuracy and corrects any errors detected.
Compiles and/or tracks administrative and/or statistical data pertaining to facility or event operations; conducts research, gathers data, and makes calculations; compiles tables and summaries for statistical reports and budgets; prepares and summarizes lists, reports and forms for supervisors, city departments, state or federal government agencies, and other organizations.
Schedules and/or attends meetings; records meeting date, time, and location; prepares agendas; ensures all involved parties are notified in a timely manner; records, transcribes, distributes, and files minutes.
Maintains files; completes applications; processes forms to appropriate personnel, departments, or agencies; ensures copy of all required documents are in file.
Maintains records; receives, copies, and distributes documentation, specifically: correspondence, memoranda, logs, reports, and related materials; reviews, processes, responds, and/or takes other action; files and retrieves records, data, and documents from comprised and manual filing systems.
Performs secretarial duties for facility or venue staff, specifically: taking telephone messages, maintaining calendars, drafting, and typing correspondence, making travel arrangements; copying materials.
Answers and screens telephone calls; dispatches information as required; assists walk-in customers; greets and responds to inquiries, problems and complaints from the general public and forwards to other staff members; provides routine information to the general public regarding facility or venue operations and services.
Acts as a liaison with outside third-party vendors to include scheduling, monitoring time clock, and reviewing invoices for hours submitted against the time clock.
Monitors and processes office supplies to ensure adequate inventory; compiles and types purchase requisitions; forwards completed requisitions for approval and processing.
Assists with special projects and private events; relieves other staff as needed.
Refers to facility or venue operating procedures, administrative policies and procedures, regulations and standards, reference manuals and other sources in performing assigned job duties; attends meetings, seminars and training sessions as required to remain knowledgeable of facility or venue operations and to promote improved job performance.
Recommends policies and procedures that guide and support the provision of quality services.
Incorporates continuous quality improvement principles in day-to-day activities.
Must accomplish the essential functions of the job, with or without reasonable accommodation, in a timely manner.
Must meet regular attendance requirements.
Must be able to maintain good interpersonal relationships with staff, co-workers, and managers.
Performs other related duties as required.