TFT - Special Events Coordinator - Cultural Services Division

Job Description

Job Description

This is a temporary full-time position, approximately 12 months with a possible extension if additional funding is provided. SPECIAL EVENTS COORDINATORDepartment: Community and Economic DevelopmentDivision: Cultural ServicesPay Grade: $26.95 - $39.08 Hourly. Rate depends on applicant qualifications and experience. FLSA Status: Temporary Full-Time, Non-Exempt, Eligible for BenefitsGENERAL PURPOSEThe Special Events Coordinator oversees the City's event permitting process, supports community event organizers, and plans and executes City-produced events, ensuring coordination, compliance, and successful event operations. This position will oversee and support the City's special event permitting process, ensuring compliance and coordination with applicants. Provide ongoing guidance and assistance to community-led events, helping organizers navigate requirements and execute successful events. Plan and execute City-produced events, and support third-party events as needed for special programs. The role emphasizes public safety, operational efficiency, and alignment with City policies and standards. This position receives directions from the Deputy Division Director.ESSENTIAL JOB FUNCTIONSCommunity Event Permitting & SupportOversee permitting and support for community-led events, festivals, and film productions on City property or impacting City infrastructure.Serve as primary contact for all city departments and external agencies involved in event coordination.Coordinate logistics, safety, and operational needs for third-party events in accordance with City policies.Review and process special events, special use, First Amendment, and film permit applications to ensure compliance with City, county, and state regulations.Review and process special event sponsorship applications to ensure compliance with City policy.Communicate and coordinate with external agencies, including UDOT, UTA, Weber-Morgan Health Department, and others, for event planning and permitting.Assist in developing and updating City policies related to special events, film production, and First Amendment activity.Maintain knowledge of laws, regulations, and ordinances related to road closures, alcohol service, mass gatherings, and risk management for permitted events.Provide excellent customer service to community event organizers, the public, and other City departments.Maintain accurate documentation, correspondence, and reports related to event permitting.Participate in safety and risk management activities; take action to reduce liability to the city.Attendance and punctuality are essential functions of this position. Employees will be required to work as part of a team and frequently meet in the office with co-workers, supervisors, and the public during regular business hours; employees will also be required to use on-site equipment.Employees will be required to attend meetings and events outside of regular business hours and must be available evenings and weekends.City-Produced Event ManagementOversee planning and execution of City-produced events, programs, and activities that positively showcase Ogden.Coordinate event logistics, safety, staffing, and on-site operations for City-produced events.Manage and implement safety and security plans for large-scale City events such as parades, concerts, and festivals.Serve as primary contact for City departments involved in City event coordination and support.Ensure City events serve a measurable economic development purpose.Develop and monitor economic output and performance metrics for City-produced events.Apply for DABS permits for alcohol service at City events.Manage the Downtown Banner Program and coordinate installation and deinstallation for community and City events.Collaborate with the Arts and Museums staff, as well as the Ogden Amphitheater, Dumke Arts Plaza, and Union Station staff, and other City venues on event coordination and execution. Provide coordinated venue and event support by managing logistics, assisting with on-site needs, and ensuring smooth execution of events from setup through completion. Maintain accurate documentation, correspondence, and reports related to City-produced events.Ensure compliance with safety and risk management procedures for City events and participate in relevant training and assessments.Perform other duties as assigned.EDUCATION AND EXPERIENCE REQUIREMENTSAssociate 's degree in Event Planning, Public Administration, or a related field.Two (2) years of relevant work experience in event coordination or public service.Equivalent combinations of education and experience will be considered.SPECIAL REQUIREMENTSValid Utah driver's license or ability to obtain one within 180 days of hire. Completion of NIMS IS100 and IS700 within three months of hire.Department of Alcoholic Beverage Services (DABS) TIPS and SIPS Certification preferred.Failure to obtain/maintain license and certificate as outlined above may result in termination from the position.KNOWLEDGE, SKILLS, AND ABILITIESKnowledge of:Event permitting, public assembly, and safety standards.State and local regulations regarding road closures, alcohol permits, health department rules, and risk management.Event budgeting, record-keeping, and reporting.Customer service and effective public communication.Skills in:Coordinating complex logistics under pressure.Clear and professional verbal and written communication.Problem -solving in high-profile, fast-paced environments.Building and maintaining strong relationships with internal teams and external partners.Representing the city in public and high-profile settings.Ability to:Manage multiple projects simultaneously and meet deadlines.Interpret and apply policies, ordinances, and regulations.Work independently and collaboratively in team environments.Analyze events for economic impact and community value.Ability to comply with all city policies and regulations, including safety and risk management standards.Ability to maintain mental capacity, which allows for effective interaction and communication with others.Perform physical tasks as needed in event environments (see below).WORKING CONDITIONS & PHYSICAL REQUIREMENTSWork may take place indoors and outdoors in varied weather conditions and noise levels.Duties may involve physical tasks, including loading/unloading equipment, climbing ladders, closing roads, and directing traffic.Must be able to lift and carry up to 50 pounds occasionally and 10 pounds frequently.Ability to maintain mental capacity, which allows for effective interaction and communication with others.Must possess the visual ability to see clearly at close (less than 20 inches) and far (20 feet or more) distances and adjust the eye to bring an object into sharp focus for event site assessments and operations.Must be able to work weekends, holidays, and long hours, especially during large city events such as parades and concerts.Additionally, the following physical abilities are required: standing, walking, sitting, using hands and fingers to handle or feel, reaching with hands and arms, stooping, kneeling, crouching, talking, and hearing.OGDEN CITY BENEFITSLanguage PayLongevity PayHolidaysSick, Vacation, and Comp Time LeaveMedical and DentalEAP- Employee Assistance ProgramLife InsuranceLong-Term Disability Employee Loan Program- Computer, Bike & Exercise equipment loans when availableWellness ProgramTuition Reimbursement OGDEN CITY FULL JOB POSTING ATTACHED AS PDF

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