Special Event Coordinator

The City of Monterey is currently recruiting to fill the Special Event Coordinator position. The Special Event Coordinator is a full-time position based in the Conference Center Division of the Community Services Department. The successful candidate will play a key role in the marketing and sales of special events. To be successful in this position, the candidate must be highly self-motivated, possess the ability to work in a fast-paced environment involving heavy customer service and must have the ability to work effectively under pressure.

This position is currently authorized and funded through June 30, 2020. Continued funding beyond this date cannot be guaranteed.

Application Process

A limited number of applicants who clearly show that they most closely meet the needs of this position in terms of training, experience, education, and other job-related characteristics will be accepted to participate in the selection process. This process will include evaluation and initial screening of the standard on-line City application to determine which candidates progress to the next phase of the recruitment process. The subsequent selection process may include a written test/written exercise, performance exercise, panel interview, and a final departmental interview. As a condition of employment, the selected candidate may be required to successfully pass a physical exam including a drug screen, a Livescan fingerprint background check, and a reference check. The Human Resources Department reserves the right to make changes to components of the examination process.

Candidates who successfully complete all phases of this recruitment process will be placed on an eligibility list. The eligibility list is active for 12-months and may be used to fill additional positions including lower-level positions determined to have similar duties and requirements.

SUMMARY:

Under general supervision, coordinates, and oversees all City-wide special events. Serves as City liaison to groups planning special events in the City of Monterey to ensure compliance with all state laws, City ordinances and policies. Works with staff from internal City departments and external stakeholders to provide coordination, define conditions and facilitate approvals for special events throughout the year at City locations.

DISTINGUISHING CHARACTERISTICS:

This is a fully qualified journey-level professional classification. This classification is responsible for coordinating special events. This classification differs from the Director of Sales and Events in that the latter position has full management and supervisory responsibility over Conference Center Sales and Event Staff.

EXAMPLES OF DUTIES:

ESSENTIAL FUNCTIONS : Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

• Provides information and guidance to groups planning special event(s) to ensure complete and accurate application process; manages routing process for Special Event application review and approval to various departments.
• Manages event timelines and checklists and communicates responsibilities and deadlines with other City staff departments; coordinates and handles billing for special event fees.
• Works with City staff to develop plans to anticipate issues of traffic flow and crowd control and takes necessary steps to ensure the safety of all users; assists with implementing sustainable, eco-friendly special events options.
• Conducts pre- and post-event meetings with clients and staff; develops and maintains a Special Events database to track all pertinent special events information.
• Creates and updates website content (including photos) to include a special events calendar and populated application forms; utilizes written correspondence, oral communication, social media, preparation of reports, presentations and/or press releases to communicate with various City departments and news outlets, neighborhood and business groups.
• Acts as a liaison between internal departments, which may include executive level staff, and special event representatives; provides assistance to Sales and Events Department as needed; works on inter-departmental teams to support the mission and goals of the City; may assist with planning and coordinating City-sponsored community events.
• Operates City or personal vehicle(s) to plan and attend events; works a varied or non-traditional work schedule including nights and weekends.
• Supports the relationship between the City of Monterey and the general public by demonstrating courteous and cooperative behavior when interacting with residents, visitors, and City staff; maintains discretion regarding the preservation and non-disclosure of confidential work-related issues, City intellectual property and City information; performs other related duties as required or assigned within the scope of the job.

TYPICAL QUALIFICATIONS:

MINIMUM QUALIFICATIONS:

High School Diploma or GED equivalent; AND three years’ experience in special event planning similar to weddings, concerts, recreational and group activities; OR an equivalent combination of education and experience.

KNOWLEDGE AND SKILLS:

Knowledge:

• City policies and procedures.
• State and Federal laws governing the safe use of public facilities.
• Principles and practices of marketing, customer service, and event planning.
• Business and personal computers, and specialized software applications.
• Local community issues and regional community resources available to citizens.

Skill in:

• Coordinating special events with multiple parties and interests.
• Analyzing problems, resolving disputes and grievances, and developing effective solutions.
• Using initiative and independent judgment within established procedural guidelines.
• Dealing tactfully and courteously with customers, and providing effective and friendly customer service.
• Establishing and maintaining cooperative working relationships with City employees, officials, other community services agencies and the general public.
• Communicating effectively verbally and in writing.

SUPPLEMENTAL INFO:

LICENSE AND CERTIFICATION:

Must possess a valid California Driver’s License.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT:

Work is performed in a standard office environment and at City facilities. Incumbent(s) in this position may occasionally lift or move up to 25 pounds to provide supplies and/or set up for events.