Program Specialist, Event Logistics

Job Title

Under the direction of the Events Supervisor, this position provides dedicated oversight of event logistics, equipment management, and crew coordination; serves as an onsite lead during City-produced events; and supports event operations before, during, and after events.

Job Description

Responsibilities include, but are not limited to, scheduling and supervising assigned part-time temporary (PTS) staff and/or volunteers; overseeing event equipment, inventory, maintenance, and internal equipment requests; and providing logistical support before, during, and after events. Programs, events, and main duties may include, but are not limited to, SENSES Block Party, Celebrate cultural series, City Cinemas, Art Hop, The Cowboy Festival, Concerts in the Park, and Light Up Main Street, groundbreakings, ribbon cuttings, and equipment maintenance. This position is required to work various hours, including nights, weekends, and holidays, as needed.

Oversees event logistics, including, but not limited to, SENSES Block Party, Celebrate cultural series, City Cinemas, Art Hop, The Cowboy Festival, Concerts in the Park, and Light Up Main Street, groundbreakings, and ribbon cuttings

Oversees event equipment and supplies to ensure items are stored efficiently and are easily accessible; monitors inventory levels and tracks items in need of repair or replacement

Maintains general cleanliness of equipment and supplies; verifies items are in good working order and meet cleanliness standards

Delivers equipment to various City facilities

Maintains and prepares event equipment for use; may include tasks such as replacing ripped or broken canopies, replacing lightbulbs, filling generators with fuel, and patching inflatables

Trains PTS staff on proper use of equipment and safety procedures

Schedules and supervises the work of PTS staff and/or volunteers before, during, and after the event production

Develops and implements a preventive maintenance schedule to minimize equipment downtime and optimize performance

Keeps accurate records of equipment upkeep, repairs, and inspections

Leads onsite City-produced events, providing day-of operational oversight and logistics

Acts as the primary contact for internal equipment requests, inclusive of scheduling, distributing, and returning of equipment

Composes memos, reports, agendas, and other documents to be distributed to the organization and the public

Coordinates with vendors, other City departments, and partner agencies to ensure timely arrivals, setup locations, site access, and equipment needs

Provides excellent customer service to patrons for the various programs and events produced by the Events team, including responding to inquiries and providing accurate information in a timely manner

Attends City trainings, staff meetings, and committee meetings

Performs other duties as assigned

Education and Experience

High School diploma or GED equivalent

One year of experience coordinating, overseeing, and/or supporting event production

Experience in warehouse or equipment management, event organization, or other related experience is highly desirable

Possession of a valid Class C California driver license and a safe driving record

Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered

Knowledge and Abilities

Strong organizational skills and the ability to effectively prioritize daily workload, coordinate multiple projects simultaneously, be flexible to changing priorities, and meet time-sensitive deadlines

Strong written communication skills and the ability to compose memos, reports, agendas, and other documents to the organization and the public

Strong verbal communication skills and the ability to provide clear instructions to others

Ability to lead and motivate staff while fostering a collaborative and productive work environment

Ability to maintain and repair event equipment, such as canopies, tables, and chairs

Strong customer service skills and the ability to provide relevant information about programs and communicate in a tactful and positive manner with others

Strong event planning and program development skills and the ability to support and assist events and programs

Strong data-management skills and the ability to track and monitor inventory, maintenance, repairs, and inspections

Strong work ethic and the ability to work within a collaborative team

Ability to drive various vehicles, trucks, trailers, and box trucks in a safe manner

Ability to demonstrate a high level of ethics, confidentiality, and professionalism

Ability to work flexible hours, including nights, weekends, and holidays

Ability to work outdoors in inclement weather and be exposed to fumes, dust, or other air contaminants

Ability to lift, drag, and push equipment, files, paper, and documents weighing up to 50 pounds

Additional Information

An online completed City application form is required to apply for this position. All employment information must be provided on the application. Providing a resume is not a substitute for completing this section of the application. Applications left incomplete, or with a reference to attachments may be rejected. The selection process will include one or more of the following: written exam, technical knowledge assessment, writing skill assessment, and/or oral interviews that may be conducted in person and/or via video conferencing. If you require special accommodations to participate in the application/selection process, please notify Human Resources for assistance.

All offers of regular employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States, successful completion of a post-offer pre-employment physical, which may include a drug screen and Department of Justice fingerprinting. Criminal offender information will be reviewed on an ongoing basis. The City uses the E-Verify program to electronically confirm work authorization of newly hired employees. All new employees are required to participate in the DMV Employer Pull-Notice Program. This program authorizes the City to receive a driver record report upon enrollment and during employment. Only degrees recognized by the U.S. Department of Education and accredited by the Council for Higher Education Accreditation will be accepted.

As a City of Santa Clarita public employee, you may be called upon to work as a Disaster Service Worker (DSW) in the event of an emergency (in accordance with Government Code 3100-3109). Before entering upon the duties of employment, all public employees, except those excluded by law, take and subscribe to an oath or affirmation set forth in the California Constitution, declaring them to be Disaster Service Workers in time of need.

Compensation includes enrollment in California Public Employees' Retirement System as a replacement for Social Security plus a competitive benefits package. All appointments are made at step 1 of the salary range unless otherwise authorized by the City Manager.