Event Coordinator - Part Time

Job Details

Salary: $27.67 Hourly

Location : Waxahachie, TX

Job Type: Part-Time

Job Number: 00377

Department: Civic Center

Opening Date: 04/19/2024

Description

THIS IS A PART TIME POSITION WITH NO BENEFITS

Under general supervision, assist customers in the planning, coordination and implementation of all Civic Center events, including tradeshows, meetings and receptions, and perform other duties as assigned.
DISTINGUISHING CHARACTERISTICS:

This may be a multi-incumbent classification with some employees working part-time. The employee receives direction from the Civic Center Director and exercises direct supervision over event staff during event move-in, show time and event move out.
Duties and Responsibilities

• Assist customers in the planning, coordination and implementation of all Civic Center events, including tradeshows, meetings and receptions.
• Initiate and maintain regular communications with customer by e-mail, telephone, mail, or any means customer requests.
• Schedule events, making appropriate event signs and updating calendar as necessary.
• Type contract, create and maintain event folders ensuring signatures on all paperwork.
• Design and ensure room setup and customer/event profile paperwork is complete for each event.
• Quote service charges from rate sheet for additional services or equipment and record charges for invoicing purposes, collecting deposits and balances as needed.
• Manage all aspects of event move in and move out including contacting service providers and coordinating arrival times and needs and performing event room and kitchen inspections at close of event.
• Maintain AV, radio and kitchen inventory; assigning equipment as needed.
• Maintain and update data on all service providers that use the facility, to include adequate insurance policies.
• Monitor all customer service deadlines and execute proper notifications to customer in a timely manner.
• Assist when necessary other staff members in preparing for events.
• Participate in professionally related organizations.

Requirements

Education, Training and Experience:

High School Diploma or GED Equivalent plus three years' experience in a public or private organization coordinating activities or events.

LICENSES AND CERTIFICATES:

When driving is a requirement of the classification: A valid State driver license is required at the time of appointment and must be maintained throughout employment.

Supplemental Information

Knowledge of:

• Operations, services and activities of the Civic Center.
• Principles of supervision.
• Occupational hazards and applicable safety precautions.
• Basic mathematical calculations.
• English usage, spelling, grammar and punctuation.
• Operations, services and activities of the city.
• Basic principles and procedures of record keeping.
• Contracts, rules and regulations
• Pertinent Federal, State and local laws, codes and regulations.

Ability to:

• Oversee the work of contract labor.
• Interpret and apply Federal, State and local policies, laws, and regulations.
• Understand and follow oral and written instructions.
• Work independently in the absence of supervision.
• Interpret, explain, and enforce departmental policies and procedures.
• Respond to emergency situations and make decisions based on that response.
• Follow all city safety rules and regulations.
• Interpret and explain city policies and procedures.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Work in a fast-paced environment to accomplish the work.
• Maintain a professional image and be identifiable as a staff member when in the facility.

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands
While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is frequently required to lift and move moderately-heavy objects.

Specific vision abilities required for this job include close vision and the ability to adjust focus.

Mental Demands
While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied/abusive individuals.

Work Environment
The employee works in an office environment or in the Civic Center where the noise level can be of medium volume. Certain positions within the classification may require availability to work flexible schedule.

OTHER CONDITIONS OF EMPLOYMENT:
Must be available at least one hour before each event to render service before, during and after the event and be willing to work irregular hours, holidays and weekends to accommodate customers.

The City of Waxahachie offers a completive benefits program, including health, dental, and a defined contribution pension plan for full-time employees.

Insurance:
HEALTH
100% of premium paid for by the City for the Employee Only High Deductible Health Plan. Other health plan options are available for additional premiums. Dependent coverage is available at the expense of the employee.

DENTAL
Employee premiums are paid at 100% by the City. Dependent coverage is available at the expense of the employee.

VISION
Coverage is offered at the expense of the employee.

LIFE
The City provides each employee with a life insurance policy of $25,000. Additional coverage may be purchased at the expense of the employee.

VOYA
Employees may elect to be covered under various supplemental policies at their own expense.

Retirement:
TEXAS MUNICIPAL RETIREMENT SYSTEM
Employees participate in a statewide retirement program at 7% mandatory contribution with the city match of 2:1. The program requires five (5) years to become vested, with 20 years retirement at any age. For more information contact TMRS at

DEFERRED COMPENSATION
The City offers a 457 Plan and a Roth IRA option through Empower Retirement. The City offers payroll deductions and the employee chooses the amount of investment and investment choices.

Other Benefits:
VACATION
All full-time employees accrue 3.08 hours per pay period, based on longevity.

SICK LEAVE
All full-time employees accrue one workday per month.

HOLIDAYS/PERSONAL DAYS
Employees receive 12 paid holidays and 2 personal days per year.

01

Select the highest level of education that you have completed.

• Less than a High School Diploma or GED
• High School/GED
• Associate's Degree
• Bachelor's Degree
• Master's Degree

02

Do you have a valid drivers license?

• Yes
• No

03

Please list your driver's license number.

04

Select your level of experience in coordinating public events such as trade or consumer shows, business conferences, performance shows, and/or sporting events:

• No experience
• Less than 1 year experience
• At least 1 year but less than 3 years experience
• At least 3 years but less than 5 years experience
• More thank 5 years experience

05

Select your level of experience in programming, booking, community partnership, curation:

• No experience
• Less than 1 year experience
• At least 1 year but less than 3 years
• At least 3 years but less than 5 years
• More than 5 years experience

Required Question

 City of Waxahachie, TX

 06/01/2024

 Waxahachie,TX