Special Events Assistant

Special Events Assistant The purpose of this position is to provide assistance to the Parks & Recreation Department in the development, planning, preparation, coordination, and execution of special events. Essential Job Functions Assists with the development, planning, preparation, coordination, and execution of citywide special events. Provides on site event support including coordinating with vendors to ensure timely arrival of services, assisting with barricades and traffic direction/plan, monitoring flow enforcement of safety rules and regulations, and addressing issues as they arise. Assists with event setup and tear down including but not limited to, tent assembly, dcor setup, sign and banner placement, pulling trash, table and chair setup, barricade placement, etc. Assists in creating activity and entertainment programming for events to include event activities, entertainers/entertainment, and kid's activities. Assisting with the vendor process to include event supplies/entertainment and purchasing. This includes outreach, preparing requests for quotes from vendors, scheduling, coordinating the Special Event Permit (SEP) process, and collecting the appropriate paperwork while ensuring on-going communication and managing vendors. Assists with purchasing, taking inventory, and organizing supplies used for events and other items for the department as assigned. This includes preparing and processing payments and purchase orders for service, fiscal reconciliation, receipt management, and processing various fees, permits, and deposits, which includes providing general statuses and saving and filing accordingly. Assists with the creation of promotional materials by working with vendors and collaborating with the Communications & Marketing team. This includes social media promos, email, and graphics for the events to engage potential attendees through outreach efforts. Composes, prepares, reviews, and sends a variety of memorandums, correspondence, reports, data, public notices, transcripts, and various documents, as assigned. Assists the Special Events team with new ways to enhance cost recovery for the city's special events such as outreach efforts for sponsorships and donations. Maintains accurate databases and files for events and performs a variety of administrative duties including reporting, preparing event calendars, and managing and scheduling meetings for committees, boards, and peers. Provides quality customer service skills which includes responding to various inquiries and answering phone calls, emails, and communicating appropriately. This also may include assisting with rental and sports field inquiries and serving as a contact for various city departments, as assigned. Performs special assignments and research as requested. Performs all other duties as assigned. Education and Experience High school diploma or GED equivalent, is required. Minimum of two (2) years of event planning or administrative experience is required. Experience with a parks, recreation, or similar organization is preferred. Knowledge, Skills, and Abilities This position normally performs the duty assignment after receiving detailed instructions as to methods, procedures, and desired end results with little room for deviation. Knowledge of city and departmental practices, procedures, and systems. Ability to physically participate in the setup and tear down of rentals and events. Ability to regularly interact with others and exchange and receive information, providing effective and tactful customer service, and work independently with discretion. Ability to correctly interpret, explain, and apply laws, rules, operations, practices, procedures, regulations, and policies. Ability to allocate and utilize limited resources in a cost-effective manner. Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias, to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions, and measurement and to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Advanced ability to interact with people in a professional and congenial manner. Ability to learn and perform basic operational, technical, and office processes. Advanced ability to be organized and have efficient management of time and deadlines. Knowledge, skill, and ability to utilize telephone, fax machines, computers and applicable software daily, including but not limited to, Microsoft Office, Microsoft Outlook, Web RMS, Lasersiche, CivicPlus, CivicRec, Canva, and other required software/applications. Skilled in data entry and preparing accurate reports. Advanced ability to communicate in a clear, effective, and concise manner, both orally and in writing. Ability to follow instructions, safety practices, and perform work accurately and thoroughly which requires performing multiple tasks simultaneously under time pressures and deadlines. Ability to establish and maintain effective working relationships. Ability to be punctual and attend work regularly. Must possess and maintain a valid driver's license with acceptable driving record as established by the City of Midlothian driving standards. Generally, works in a climate-controlled environment and requires physical effort in a variety of daily duties. Mobility within an office and field environment is required. Work performed requires the ability to tolerate regular adverse conditions such as working outside in extreme weather conditions. Work performed may cause fatigue of the eyes and other facilities because of the fairly continuous use of motor senses in the use of computers, screens, and telephones, which requires manual dexterity and visual acuity. This position also requires extensive sitting, walking, standing, bending, crouching, climbing, and frequently lifting objects weighing 10-25 lbs and occasional lifting of objects weighing 50 lbs. Requires sufficient physical stamina to walk a majority of the workday during events. Must be able to work late nights, weekends, and flexible hours.