CITY OF WINTER GARDEN Classification Description Job Code: 715 Pay Level: 115 CLASSIFICATION TITLE: Events and Special Projects Supervisor FLSA Status: E DEPARTMENT/DIVISION: Parks and Recreation Union Status: N/A SERVICE PHILOSOPHY “We make every customer feel important and cared for, find creative solutions with a can-do attitude, and follow the Winter Garden Way.” SERVICE STANDARDS * Ownership * Responsive * Respectful * Professional Provide service delivery that will create service wins for both our internal and external customers. WORK OBJECTIVE The Events and Special Projects Supervisor is responsible for the effective and successful planning, coordination, production and execution of City-wide special events, as well as, providing support to other City-sponsored community events. Responsibilities also include responsibility for managing and monitoring all City-sponsored events, including being available and on-site during such events. The position also participates in and manages special projects as assigned for the Parks and Recreation Department and other Departments as needed. This position reports directly to the Parks and Recreation Director. ESSENTIAL FUNCTIONS - Plans, produces, organizes and executes City-wide special events and entertainment programs, including providing on-site monitoring and management of operations during events.
- Serves as the City liaison, guiding and coordinating activities with outside organizations, while working closely with internal contacts on planning, coordinating, and implementing events.
- Responsible for overseeing activities at designated locations such as parks, pavilions, halls, City-owned facilities and public areas.
- Determines and coordinates internal and external event support/staffing needs as part of initial event approval review.
- Identifies and presents talent and performers for City events (as appropriate for the event/venue) for review and approval, including finalizing all details and contracts with approved vendors.
- Ability to responsibly source and procure necessary products, supplies, resources, and vendors in meeting all event and project requirements and needs.
- Develops, designs and edits event marketing materials for review and approval.
- Provides event information and schedules to the Community Relations Manager for inclusion in marketing materials and newsletters/publications.
- Participates in and may also manage special projects as assigned for the Parks and Recreation Department and other Departments as needed.
- Supervises, trains, directs, and schedules volunteer and part-time event staff and may also participate in the supervision of Parks and Recreation Department personnel as assigned.
- Collects, distributes and maintains documentation and event production materials for all events, online calendar of events, and site layout and maps.
- Proactively handles all event issues and responds to emergencies as needed, keeping appropriate parties involved.
- Completes various daily, weekly, quarterly, and annual reports; including ad hoc reports.
- Identifies and reports any needed maintenance and repairs to appropriate City department.
- MUST BE ABLE AND WILLING TO WORK A FLEXIBLE SCHEDULE, WHICH MAY INCLUDE EVENINGS, WEEKENDS, AND HOLIDAYS.
- Performs other duties as assigned.
MINIMUM QUALIFICATIONS - Associate’s degree in Hospitality, Communications, Marketing, Public Relations or a related field; 5 years of progressively responsible and applicable work experience, with at least 3 years in a supervisory capacity. Equivalent combination of education, training, and experience may be considered that provides the required knowledge, skills, and abilities.
- Possession of a valid Florida Class “E” driver’s license.
Exceptions to the minimum qualifications must be reviewed by the Human Resources Director and approved by the City Manager prior to job offer. KNOWLEDGE, SKILLS AND ABILITIES - Outstanding customer service, communication skills, and influencing skills.
- Ability to effectively plan, organize, coordinate and successfully execute events that achieve City goals.
- Ability to establish and maintain effective and collaborative working relationships with partner groups, internal City departments, clients, and the general public.
- Ability to effectively communicate in a courteous and professional manner, both verbally and in writing, with staff, volunteers, clients, and the public.
- Ability to respect and consider diverse perspectives and opinions in producing successful events that serve the best interest of the City of Winter Garden and its residents.
- Ability to direct and supervise staff with tact and diplomacy.
- Ability to utilize sound judgement within the performance of job duties and when called upon to handle complaints, emergencies, stressful situations and large groups of people.
- Ability to work under limited supervision where the work assignments are subject to established guidelines and procedures.
- Skilled in the use of computers and software applications such as Microsoft Word and Excel.
- Ability to learn and operate new software applications that are utilized by the City.
- Ability to operate City vehicles to travel to and from facilities and appointments as necessary.
- Ability to understand, establish and operate within established budgetary parameters.
- Ability to interpret and enforce policies and regulations in a uniform and consistent manner.
Physical Requirements: Tasks involve the intermittent performance of physically demanding work, typically involving some combination of reaching, bending, stooping, kneeling, running, swimming, or crouching, and that may involve lifting, carrying, pushing, and/or pulling of moderately heavy objects and materials (up to 40 pounds). The position works within both an office and field environment and may involve frequent driving and prolonged exposure to heat, cold, high humidity, sun, rain and inclement weather. The City of Winter Garden is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of Winter Garden provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. |
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