Special Events Coordinator

Salary: $51,997.00 - $83,195.00 Annually
Location : Alpharetta, GA
Job Type: Full time
Job Number: 2023-00176
Department: Recreation, Parks & Cultural Services
Division:Special Events
Opening Date: 11/17/2023
Closing Date: 12/4/2023 11:59 PM Eastern
Job Summary & General Information
Under general direction of Special Events Supervisor, performs a variety of clerical duties and activities of a general and specialized nature for the Special Events of the Recreation, Parks & Cultural Services Department; assists department staff of routine administrative detail, receives and directs public inquiries; manages vendors and event logistics on-site; provides a variety of information to other agencies, City staff, and the general public; ; and maintains a variety of files and records.
**This is an non-exempt position.**
Overview of Duties and Responsibilities
Essential job functions & responsibilities
Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and may not necessarily convey the qualifications of incumbents within the position.

• Takes the initiative in planning and directing the execution of assigned Special Events at multiple locations, exercising discretion and independent judgment.
• Assists marketing team in the creation and production of effective advertising, marketing, and publicity for festivals and events; provides art direction to graphic designers and/or contracted event management team; writes copy for brochures, posters, print ads, flyers, surveys and event applications. Works with marketing team to maintain branding and communication of assigned events via digital marketing tools such as websites, e-newsletters, and social media.
• Manages invoices and spending of assigned events per the designated budget and tracks incoming vendor and sponsor fees. Requests, receives, processes and tracks invoices and payments to vendors, paying attention to detail of correct codes, attaching receipts, and submitting in timely manner.
• Communicates and coordinates courteously and effectively with the public, other City employees, officials, vendors, corporate sponsors, volunteers, and other outside organizations. Effectively communicates to coordinate work activities, review status of work, exchange information, or resolve problems for the benefit of festivals and community events.
• Establishes safety/security plans and road closures with the Alpharetta Police Department and Public Works; communicates through public channels, schedules meetings to plan/review course of action.
• Organizes official safety and liability documentation from vendors for Alcohol Permitting, Code Enforcement, Risk Management and Alpharetta Fire Marshals to review for approval.
• Maintains and updates calendar of events for website, internal, and community distribution.
• Works with event management vendor to coordinate staffing and recruitment of volunteers to support events.
• Builds and maintains contact lists of front-of-house and back-of-house vendors, downtown businesses, entertainment, local and pop-up restaurants, sponsors, and volunteer organizations.
• Performs site visits to measure, map and prepare the event footprint for vendors and attendees.
• Manages on-site logistics and tracks day-of timeline for major City events.
• As assigned, arranges, and attends committee and staff meetings.
• Coordinates use of online registration portals.
• Organizes and maintains accurate and up-to-date filing system for department.
• Analyzes social impact with post-event surveys and summaries sent to attendees, vendors, sponsors, internal teams, and officials.
• Assists in the instruction and training of new hires.
• Performs customer service functions; provides assistance and information related to department programs, events, fees, procedures, forms, or other issues; responds to routine questions, complaints, or requests; initiates problem resolution.
• Prepares and updates a variety of reports and professional business letters.
• Performs a variety of courier and delivery/pick-up duties utilizing a motor vehicle as necessary to ensure the proper distribution of materials and supplies, etc. to various areas within the department as well as outlying locations within the City.
• Performs other duties as required or assigned

Knowledge, Skills & Abilities required
Knowledge of:

• Planning, administration, organizational, scheduling, coordination, and promotional activities related to the staging of Special Events, concerts, festivals, and related activities.
• Modern office procedures, methods, and equipment including proficiency with personal computers and Microsoft Office.
• Effective methods used in preparing and presenting facts and information to the public and the media.
• Principles and techniques of graphic design.
• Public information techniques and practices.
• Principles and procedures of recordkeeping and filing.
• Methods and techniques of proper phone etiquette.
• Basic principles of business letter writing and basic report preparation.
• Mathematical principles.
• English usage, spelling, grammar, and punctuation.
• Excellent written and oral speaking skills.

Ability to:

• Operate and use modern office equipment including a computer and various software packages.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Organize own work, set priorities, and meet critical time deadlines.
• Exercise good judgment in maintaining information, records, and reports.
• Demonstrate an awareness and appreciation of the cultural diversity of the community.
• Work independently as well as in a team environment.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Minimum Qualifications
Combination of education and experience sufficient to successfully perform the essential functions of the job qualifies.
Required:

• Bachelor's degree from an accredited college or university with major course work in recreation administration, leisure services, event planning, marketing, or a related field.
• Two years previous experience performing general administrative and program/event coordination work in similar types of programs or technical area to which assigned.
• Possession and maintenance of Certified Park and Recreation Professional (CPRP) certification preferred.
• Must be willing to work varying hours, including evenings, weekends and/or holidays assigned.
• Possession of a valid Georgia Class C driver's license.

Preferred

• Proficient in event management software
  • Eventeny, an event management system
  • WordPress, a content management system
  • Canva, an online graphic design tool

Experience in Copywriting

Physical Demands & Work Environment
Physical: Primary functions require sufficient physical ability and mobility to work in an office setting and operate office equipment. Continuous sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils. Frequent side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. from below waist to above shoulders and transporting distances up to 50 yards. Occasional squatting, kneeling, and reaching above and at shoulder height; moderate grasping to manipulate reference books and manuals; lifting objects weighing 25 lbs. from below waist to above shoulders and transporting distances up to 50 feet.
Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.
Hearing: Hear in the normal audio range with or without correction.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Supplemental Information
This job description does not constitute an employment agreement between the City of Alpharetta and employee and is subject to modifications as the needs and requirements of the position change.
The City of Alpharetta is an Equal Employment Opportunity (EEO) employer. All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability, or any other protected classification as defined by applicable law (except as limited by Employee Manual & Benefits Handbook or bona fide occupational qualifications).
In compliance with the Drug-Free Workplace Act of 1988, the City of Alpharetta is committed to providing a safe, quality-oriented, and productive work environment consistent with the standards of the community in which it serves. Alcohol and drug abuse poses a threat to the health and safety of City's employees and to the security of the City's equipment and facilities. For these reasons, the City is committed to the elimination of drug and alcohol use and abuse in the workplace.
Title I of the Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from employment discrimination. Under the ADA, a person has a disability if they have a physical or mental impairment that substantially limits a major life activity. The physical demands described within the job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the ADA, the City of Alpharetta will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Medical, Dental and Vision
Medical: 2 High Deductible Health Plan (HDHP) options (HRA and HSA) with lower monthly costs. Dental: no deductibles. Coverage includes preventive, basic, major restorative, and child orthodontia. Vision: eye care and eyewear (contacts, lenses and frames). Laser correction procedures. FSA: Medical and dependent care.
Retirement Health
Medical Coverage: retirees (age 55+ and 10+ yrs. of service) may continue individual coverage up until Medicare eligibility at age 65. Medical Reimbursement: retirees (age 55+ and 15+ yrs. of service) receive a monthly reimbursement benefit as periodically determined by the Pension Board of Trustees.
Retirement
Defined Contributions 401(a): City contributes 10% of employee's annual base pay. Vested benefit accrued at 20% a year, with full vesting after 5 years of service. Deferred Compensation (457) and Matching Contributions: employees may elect to participate at any time. After 1 year of continuous employment, City matches employee's contributions, up to 5%.
Paid Holidays
10 City Holidays and 1 Personal Holiday upon hire and every Jan. 1st.
Paid Parental Leave
2 weeks paid parental leave for birthmother, spouse and adoptive parents (after 1 year of employment).
Georgia College Savings (529)
Employees can opt to participate in this state-sponsored, tax-advantaged college savings plan.
Tuition Reimbursement
After 1 year of employment, employees may receive tuition reimbursement up to a rate equivalent to 15 credit hours at Georgia State University annually. Reimbursement is based on prior approval, course grades, and annual program funding.
Employee Assistance Program (EAP)
24/7 assistance. 6 confidential counseling sessions per issue for employee and/or family member.
Group Term Life Insurance and AD&D
Employee: 3.5 x annual base pay up to annual maximum. Spouse: $5,000. Child: $2,500. Premiums paid 100% by the City.
Disability Insurance
Short-Term Disability: 66.67% of base pay after 14 days of disability. Long-Term Disability: 60% of base pay after 26 weeks of disability. Premiums paid 100% by the City.
Paid Time Off (PTO)
PTO is provided for rest, recreation, illness and family needs. Hours are accrued bi-weekly.

• 0.0 - 1.0 yrs of service - 12 days annually
• 1.1 - 5.0 yrs of service - 18 days annyally
• 5.1 - 10.0 yrs of service - 24 days annually
• 10.1 + yrs of service - 27 days annually

Please see complete y for details.
Additional Amazing Benefits

• Employer of Choice. Great work atmosphere.
• 100% discount on
• FREE Wellness Program and Annual Flu Shots
• Direct Deposit
• Employee Recognition and Service Awards
• Bereavement Leave
• PTO Sell Back Days

For more information for City's Complete Employee Benefits Summary.
Benefits are subject to change at any time and based upon funding and approval by City Council. Eligibility, coverage, exclusions and limitations may apply. For ...