Special Events Coordinator

About the role

An island community rich in history and opportunity, Galveston is the ideal place to live, work and raise a family!

Summary

Under limited supervision, provides broad administrative staff support to the Director of Parks and Recreation and staff; performs special event preparation and coordination for the City.

Essential Functions

• Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills.
• Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function.
• Essential duties and responsibilities may include, but are not limited to, the following:

• Processes special event permit applications; contacts applicants; ensures compliance with regulations, laws and ordinances; ensures the satisfaction of participants; resolves concerns; reconciles permit fees and City labor/equipment costs; issues required permits.
• Meets with sponsors regarding special events; plans scope and event format; implements and monitors city event budgets and goals; arranges programs, events or conferences; coordinates speakers.
• Assists in planning staffing for events, including traffic control; addresses public safety concerns.
• Schedules and attends meetings for special events, boards and committees; updates the City web site; conducts research.
• Data entry; monitors and updates event budget spreadsheets; orders, organizes and maintains files, records and correspondence; creates reliable financial reports and collects payments on time.
• Maintain a working knowledge of complex needs of a wide variety of events
• Assists with facility rentals as needed; provides tours to City-owned facilities; schedules and attends rental meetings and bookings; supports the functions and operations of the 1880 Garten Verein and the Historic Water and Electric Light Community Center.
• Screens and routes phone calls; greets visitors; schedules appointments.
• Provides customer service; responds to questions from the public, City staff, Board and committee members, and outside entities.
• Supports the relationship between the City of Galveston and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.
• Employees may at any time be required to work in order to provide for the safety and well-being of the general public, including the delivery and restoration of vital services, in the event of an emergency.

Knowledge

• City organization, operations, policies, and procedures.
• Principles and practices of special event planning.
• Modern office practices, procedures and equipment.
• Financial reporting systems.
• Record keeping and reporting.
• City codes and ordinances.
• Principles and practices of customer service.
• Principles and practices of project management.
• Business and personal computers, and spreadsheet software applications.

Skill in

• Handling situations requiring diplomacy, fairness, firmness and sound judgment.
• Providing efficient customer service.
• Understanding and applying City policies and procedures.
• Explaining City policies and procedures.
• Creative thinking.
• Time management.
• Multi-tasking.
• Establishing and maintaining cooperative working relationships with all levels within the City.
• Communicating effectively verbally and in writing.
• Microsoft Office Products: Excel, Word, PowerPoint

Minimum Qualifications

High school diploma or GED equivalent required. A Bachelor's degree in Recreation Administration, Event Management or a related field is preferred; AND two (2) years of experience in event planning, coordination, and management and/or in coordinating permitting among departments and/or supporting a multi-disciplinary task force which reviews permits.

• Any work-related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements
• LICENSE AND CERTIFICATION: Possession of a valid Texas driver's license.

Physical Demands and Working Environment

• Work is performed primarily in a standard office environment with some exposure to an outdoor work environment.
• May be exposed to extreme weather conditions.
• May be required to lift and carry items weighing up to 25 pounds.