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Title

Special Events Coordinator & CSU Extension Office Assistant (Part-Time) 

Category Parks & Recreation  
Description

Primary responsibility: Responsible for managing, coordinating and promoting county-wide special events, including the annual Gilpin County Fair. Manages the scheduling and coordinating of county facilities for outside organization rentals. Additionally, performs a variety of office and clerical tasks and assists in support of the CSU Extension program in Gilpin County.

 

Supervised by: Director of Parks and Recreation

Supervises: Temporary workers, and volunteers

FLSA Status: Non-Exempt

 

Main Job Duties:

 

Special Event Duties:

  • Researches, coordinates, negotiates, implements and follows-up with all functions of the Fair including arena acts, stage acts, rides, other entertainment, workers, volunteers and vendors.
  • Oversees the volunteer Fair Committee in assuring that activities are compatible with the theme, budget and policies as set forth by the County.
  • Advertises for, interviews, and hires temporary and contracted staff as necessary. Coordinates and directs the work of staff (paid and volunteer). Oversees contracted staff.
  • Obtains sponsorships and works with sponsors to defray costs.
  • Coordinates annual events such as: Daddy Daughter Dance, Easter Egg Hunt, Fairground Frenzy, Fair and Winter Arts Festival.
  • Develops, coordinates and facilitates new special events, including but not limited to scheduling, setup, execution and cleanup.
  • Works with the Guest Services Coordinator to create marketing materials, social media posts and website updates related to events. Prepares all advertising and submits information in a timely manner to the appropriate publicity sources such as the local newspapers, county website, local magazines, online sources, etc. Interviews with media sources to advertise the events and answer questions.
  • Assists the Parks and Recreation Director in the preparation and administration of the Special Events budget including collecting, organizing and researching budget material. Presents the projected budget at the annual budget hearings.
  • Works to decrease liability and risks in all aspects of events including those related to food, rides, participants, entertainment and emergency situations by establishing and creating guidelines set forth by county policy.
  • Works closely with county departments (Public Works and Facilities) regarding preparation, implementation and clean-up for events.
  • Attends event coordinator conferences and meetings.
  • Prepares and presents reports to the Board of County Commissioners and administrative staff.

Facilities/Reservations:

  • Inquiries from outside individuals/organizations interested in utilizing county facility for events including usage of the indoor/outdoor arenas, Community Center, Pete Gones Ball Fields, and stock pens.
  • Handles and processes all Rental Requests that are submitted to the county through various reservation and permitting software.
  • Meets with organized groups, committees, individuals, or other interested parties to provide information on reserving county facilities and hosting public events.
  • Participates in the negotiation of event contracts and service agreements
  • Works with the public and Community Development on obtaining proper permitting for larger public events when required.
  • Works closely with all departments (Public Works, and Facilities Departments) regarding tasks for the various events.
  • Act as county representative at events utilizing county facilities.
  • Assures that appropriate facilities and equipment are suitably set up, maintained properly and coordinates maintenance and repair functions.
  • Prepares notifications for special use events to and submits the information in a timely manner to the appropriate publicity sources such as the local newspapers, county website, local magazines, etc.

 

Extension Job Duties:

  • Manages, promotes and works with customers on programs including the seedling tree sale, weed spray check-out program, community garden, and grants.
  • Advertises for events and programs including creating posters and working with media sources.
  • Answers and manages telephone calls daily, providing information to customers and answering questions within Colorado State University Extension guidelines.
  • Greets visitors upon their arrival in the area. Determines customers’ needs and provides the information.
  • Updates the website and social media pages including, but not limited to Facebook.
  • Recruits, organizes, manages and posts for state-wide blogs.
  • Opens the Office including retrieving and distributing mail, reporting weather data and monitoring demonstration gardens.
  • Assists in maintaining budget records and prepares vouchers.
  • Keeps the office and storage areas in clean, working order.
  • Helps upkeep the demonstration gardens and community garden.
  • Collects appropriate fees. Documents according to office procedures. Utilizes the cash register and makes deposits according to County guidelines.
  • Composes, types and edits documents, emails, etc.
  • Helps organize, advertise and setup for classes, workshops and meetings.
  • Organizes, maintains and updates files.
  • Orders supplies for the Office.
  • Assists with volunteer programs, including, but not limited to: 4-H and Master Gardener program.
  • Assures compliance with civil rights and affirmative action policies.
  • Occasionally helps during the Plant Sale, County Fair and other large events that may occur on weekends.

 

Additional Job Duties: ???????

  • Performs other appropriate duties as assigned by the Director of Parks and Recreation and any duties needed to stabilize an emergency situation.
  • May assist in other operations of the Gilpin County Community Center or CSU Extension Office.
 
Position Requirements

Hours:

  • Will require some night, weekend and holiday hours. Will require some travel within the metro area.

 

Experience:

  • One year coordinating special events preferred.
  • One year of office/support staff experience preferred.
  • Two years in a customer service focused environment preferred.
  • One year in a Parks and Recreation agency preferred.

 

Qualifications:

  • Education: high school diploma or equivalent. College degree in Business Administration, Park and Recreation Administration or Hospitality Management is preferred.
  • Must be a minimum of 18 years of age.
  • Excellent time management skills.
  • Computer knowledge: Microsoft Word, Excel, Publisher and Outlook. Knowledge of website programs such as WordPress and photo editors such as Pixlr preferred.
  • Mathematical skills to handle required calculations of staff hours, timesheets, budget preparation and implementation, vouchers and tax collection when required.

Ability to:

  1. Recruit and manage staff, volunteers, sponsors, vendors and contractors.
  2. Understand, create, interpret and uphold policies, procedures, contracts and protocols.
  3. Exercise independent judgment and critical thought.
  4. Organize work, set priorities, meet critical deadlines and follow up on projects with minimum direction.
  5. Coordinate and direct the work of staff and volunteers engaged in carrying out generalized and specialized functions.
  6. Establish and maintain courteous and effective working relationships with other departments, staff, contractors, volunteers, the public and other agencies.
  7. Work efficiently and effectively as a team member within and outside of the department.
  8. Accurately and effectively transmit and receive information that is necessary to the accomplishment of goals and objectives, including effective written and oral communications in English; and the ability to listen.
  9. Demonstrate self-motivation in daily work and resolving issues without awaiting a directive.
  10. Recognize, investigate and analyze a variety of complex problems and implement effective solutions.
  11. Ability to handle and contain potentially risky situations.
  12. Ability to effectively work with the media including interviews.
  13. Work requires limited supervision and the use of independent judgment
  14. Ability to handle a number of various projects and time commitments simultaneously.
  • Must pass drug screen and background check, including traffic and criminal.

 

Certifications:

  • Must possess a valid Colorado Driver’s license without any restriction due to driving record. Must also be able to drive a county vehicle.
  • Must possess FEMA ICS 100 and 700 certifications within 6 months of employment.

 

Work Environment/Physical Demands:???????

  • The incumbent typically works in an office environment and uses a computer, telephone and other office equipment as needed to perform duties. The noise level in the work environment is typical of that of an office. Incumbent may encounter frequent interruptions throughout the work day.
  • The employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach, bend or lift up to 20 pounds regularly and 40 pounds occasionally.
  • Ability to reach, grasp, handle, stoop, kneel and bend in order to place and retrieve stored information such as files, forms, reports and equipment.
  • Some work is performed outside where employee is subject to weather conditions. This outside work includes walking short distances.
  • Employee will be walking up and down a stairway frequently.
 
Full-Time/Part-Time Part-Time  
Salary Information Pay Range: $20.82-$21.86/DOQ Salary Range: $20.82-$29.14  
Exempt/Non-Exempt  
Open Date  
Close Date  
Exempt/Non-Exempt Non-Exempt  
Open Date 7/16/2021  
Location Community Center  
About the Organization Gilpin County is a rural community in Colorado's high country, neighboring the Continental Divide, yet less than an hour west of downtown Denver. Residents enjoy a quality of life enhanced by the vast recreational opportunities offered by Golden Gate State Park, the Arapaho and Roosevelt National Forests, the limited-stakes gaming in Black Hawk and Central City, a state-of-the-art recreation center and fairgrounds, low taxes and financially secure local government.
 
EOE Statement We do not discriminate on the basis of race, color, religion, national origin, sex, age, disability, genetic information or any other status protected by law or regulation. It is our intention that all qualified applicants be given equal opportunity and that selection decisions are based on job-related factors.  
Document Upload None Specified 


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