Special Events Operations Assistant

Special Events Permitting Coordinator

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.

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 submittals 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.

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.

The following requirements are normal for this classification. Specific requirements may not apply to all positions within this classification but are determined by the normal requirements for the particular position.

PHYSICAL REQUIREMENTS: Must be able to operate a variety of automated office equipment including telephone, computer, printer, copier, calculator, facsimile, and postage meter. Physical demand requirements are at levels of those for light to moderate work to include lifting requirements and fieldwork.

DATA COMPREHENSION: Requires the ability to compare and or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things which may include forms, reports, cash receipts, and administrative documents.

INTERPERSONAL COMMUNICATION: Requires the ability to speak with and/or signal people to convey or exchange administrative information, including receiving assignments and/or directions to co-workers or assistants as well as communicating with the general public.

LANGUAGE ABILITY: Requires ability to read a variety of administrative documentation, directions, instructions, methods, and procedures. Requires the ability to prepare and complete reports and forms with proper format, punctuation, spelling, and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.

INTELLIGENCE: Requires the ability to learn and understand relatively basic clerical principles and techniques; to understand departmental policies and procedures; to make independent judgments in absence of supervision; and to acquire and be able to expound on knowledge of topics related to primary occupation.

VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow verbal and written instructions.

NUMERICAL APTITUDE: Requires the ability to add and subtract; multiply and divide totals; determine percentages.

FORM/SPATIAL APTITUDE: Requires the ability to visually inspect items for proper length, width, and shape using job related equipment.

MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in using automated office equipment.

MANUAL DEXTERITY: Requires the ability to handle a variety of items; telephone, computer, printer, copier, calculator, facsimile, and postage meter, control knobs, switches, etc. Must have the ability to use one hand for twisting motion or turning motion while coordinating other hand with different activities. Must have above average levels of eye/hand/foot coordination.

COLOR DIFFERENTIATION: May require the ability to discern color.

INTERPERSONAL TEMPERAMENT: Requires the ability to deal with and relate to people beyond giving and receiving instructions. Must be able to adapt to and perform under minimal stress when confronted with an emergency.

PHYSICAL COMMUNICATION: Requires the ability to talk, express, or exchange ideas by means of spoken words and/or hear and perceive nature of sounds by ear.