Event Coordinator

Job Title

Event Coordinator

Job Description

The purpose of this position is to assist in coordinating and overseeing event functions at the Gila County Fairgrounds. This position serves as the on-site contact and coordinates and oversees event set up and tear down at the Gila County Fairgrounds. Duties include event scheduling, ensuring facilities are set up to event specifications and working with customers on issues that may arise during the event.

Essential Duties and Responsibilities

Supervisory Responsibilities: This position does not supervise other employees.

Essential Duties and Responsibilities - Time Spent:

• Assists with various County plans, projects and programs for events and activities at the Gila County Fairgrounds. Prepares operational reports as needed. - 20%
• Responds to customer inquiries regarding Gila County Fairgrounds facilities uses and availability. Assists customers with the planning of events. - 20%
• Directs and oversees all event set up and tear down per event customer's specifications. - 20%
• Serves as on-site contact for customers during event functions. - 10%
• Serves as a liaison between County departments and outside organizations and vendors in coordination of special events. - 10%
• Advises Facilities Management Department of any facility related maintenance or safety concerns. - 10%
• Works closely with Facilities Management Department in ensuring compliance with liability insurance requirements with customers, Arizona Counties Insurance Pool (ACIP) and County. - 10%
• Performs other duties as assigned.

Budget Responsibilities: This position has no responsibility over any types of budgets.

Project Responsibilities: Provides project coordination support on quality assurance and process improvement projects.

Oral Communication Duties: This position explains County procedures or processes, responds to public inquiries and participates in meetings.

Written Communication Duties: This position creates or edits documents, internal memos, emails and reports.

Interactions with the General Public: Interacts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and Institutions over the telephone, by email, and/or in person.

Interactions Specifically with Customers: Continuously (More than 70% but less than 85% in a year)

Minimum Education/Directly Related Experience Required

Minimum Education Required: High School Diploma or GED.

Minimum Years of Directly Related Experience Required: Two (2) years directly related experience; or equivalent combination of education, training and experience.

Professional Credentials Required/Preferred: Must possess and maintain a valid Driver's License.

Supplemental Information

Knowledge Required: Customer and personal service; clerical; organization; production skills and public relations.

Skills Required: Customer service; problem solving; time management; multi-tasking; typing and data entry.

Abilities Required: Solve problem sensibly and swiftly; multi-task; maintain calm demeanor in stressful situations; complete tasks with little or no supervision and ability to organize and coordinate the work of others. Work irregular hours and weekends.

Physical Demands: Occasionally stands to attend to customers. Routinely sits to operate computers. May be required to lift work related materials or equipment up to 25 lbs. Constantly requires dexterity for keyboard operation. Incumbents in this position may be required to routinely walk to and from work sites, bend and twist.

Work Environment: Incumbents in the position constantly spends time in office environment; routinely spends time in auditorium area; occasionally spends time in outdoor areas.

Safety Risk Exposure: Incumbents in this position are generally not exposed to safety risk; may become exposed to telephone verbal abuse by customers or citizens, emotional individuals.

Protective Gear & Safety Manuals: Incumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department.

Consequences of Error: Potential errors can cause inconveniences to other employees, and/or delays in related work areas. Delays of services are possible.