Special Events Supervisor

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Special Events Supervisor

Salary

$60,480.94 - $93,745.60 Annually

Location

City of Coral Gables, FL

Job Type

Full-time

Job Number

1110

Department

Community Recreation Department

Opening Date

10/03/2024

• Description

• Benefits

• Questions

Summary

The Community Recreation Department manages, maintains and operates all City of Coral Gables parks and recreation facilities, including the War Memorial Youth Center, Venetian Pool, Salvadore and William H. Kerdyk Biltmore Tennis Centers, Adult Activity Center, Coral Gables Golf & Country Club, Granada Golf Course and all active and passive parks; is responsible for the permitting of all special events and film permits, and coordinates a variety of special events including the Holiday Tree Lighting, Eggstreme Egg Hunt, 4th of July festivities, Farmers Market, Gables Family Literacy Festival, and many more; develops and implements programs for cultural and recreational activities and provides principles of inclusion to allow for accessibility; identifies geographical deficiencies in levels of service for walkable parks and coordinates capital improvements and acquisitions of land.

The Special Events supervisor oversees the Special Events division under the general supervision and guidance of the Community Recreation Director and Deputy Director. The incumbent is responsible for the supervision and coordination of all internal city hosted events as well as the permitting and oversight over non-city events, film and photo permits. Performs a variety of professional and administrative work in planning, organizing, coordinating, implementing and evaluating special events and projects under Community Recreation. Supervises part-time employees, contractors, volunteers and vendors. Responsible for the Special Events division budget and reconciliation of fees and revenues collected.

Job Duties and Responsibilities

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.

Develops and supervises recreational special events. Supervises approved city sponsored special events as well as external special events permitted through the city. Plans, organizes, schedules, administers and supervises the seasonal Farmer’s Market. Develops new events as needed and enhances annual events to insure the highest level of customer satisfaction.

Plans and organizes workloads and staff assignments; hires, trains, motivates, supervises, mentors, and evaluates assigned staff; reviews progress, disciplines, and directs changes as needed.

Assists in the selection, positive motivation and supervision of volunteer and contract employees. Conducts employment interviews and makes hiring recommendations.

Oversees vendor applications and agreements for special events and the seasonal Farmer’s Market. Serves as a contract administrator for vendors and ensures prompt payment collection and distribution.

Collaborates with the Communications and Public Affairs Division and Community Recreation Marketing team in coordinating news and media exposure, public outreach, advertising, and creation of promotional materials for special events and projects. Provides accurate and timely information to assist with promotion of events through the city’s website, newsletters, and social media outlets in accordance with the Communications and Public Affairs Director.

Responds to public inquiries and customer concerns regarding special events, projects and permits in a timely, professional and customer-friendly manner. Explains and enforces permit rules and regulations. Troubleshoots and resolves problems. Fosters open communication with customers and residents. Insures the highest level of responsiveness to customer concerns and solicits ongoing customer feedback.

Processes and issues special event, photo and film permits on behalf of the City of Coral Gables.

Develops and enforces policies and procedures for the Special Events division. Prepares procedural manuals for employees, volunteers, and vendors. Develops comprehensive event logistic plans to include site maps and staffing plans.

Performs various administrative duties including scheduling, payroll, preparation of reports, records, and work orders. Responsible for the collection of all fees, depositing money collected and reconciling receipts and invoices.

Prepares and reviews the annual Special Events budget, procures services and goods for events, ensures events are performed within budget, and performs expenditure and revenue analysis of all events and special projects. Enters and manages requisitions, purchase orders, invoices, payment reconciliations, and other financial responsibilities as needed.

Oversees and ensures the safety of all participants at city sponsored events. Responds to medical emergencies as required.

Oversees any necessary maintenance, set-up or breakdown of special event locations. Ensures that the maintenance of each special event site is of the highest standard in terms of cleanliness and safety. Maintains inventory and oversees the inspection and preventative maintenance of special event equipment to ensure safe operations and aesthetics.

Performs miscellaneous duties such as answering phones, typing, running errands, picking up supplies needed for events and projects, making arrangements for rentals and use of recreation facilities, facility setup and breakdown, etc.

Must be able to maintain regular office hours to respond to permit inquiries and must be flexible to work after hours, weekends and holidays to oversee department sponsored special events.

Responds to oral and written inquiries from the public, patrons and other city employees.

Conducts research; compiles and analyzes data; studies problems and develops solutions; recommends and implements procedure changes and coordinates department activities with other departments and agencies as needed.

Conforms with all City, County, State and Federal regulations, policies, procedures, and safety rules.

Performs other related duties as required.

Qualifications

Graduation from a four-year college or university with a Bachelor's Degree in Recreation, Leisure Service, Education, Physical Education, or related field is required.

Four (4) years experience in event coordination, recreation or related field. CPRP (Certified Parks and Recreation Professional) is preferred.

Membership in (FRPA) Florida and/or (NRPA) National Parks and Recreation Association(s) preferred.

Must have, or obtain CPR/First Aid/Defibrillator AED certification.

A comparable amount of training or experience may be substituted for the minimum education requirement.

Valid Florida Driver's License.

Additional Information

The City of Coral Gables is an Equal Opportunity Employer/Drug Free Workplace.

HOLIDAYS: 15 days including 3 floating days.

SICK LEAVE: 110 hours annually.

ANNUAL LEAVE: 94 hours in the first year of employment, increasing up to 210 after 25 years. Employees must take 40 hours of annual leave each year.

BEREAVEMENT LEAVE: 5 or 10 days for the death of a family member in accordance with the City's Personnel Rules & Regulations.

HEALTH INSURANCE: Fully paid by the City (HMO Select). Coverage becomes effective 1st of month following 30 days. Employee may purchase coverage for eligible dependents at a cost of approximately 50% of the premium.

DENTAL INSURANCE: Available at a cost to all employees through payroll deduction.

LIFE INSURANCE: Term Life and Accidental Death and Dismemberment equal to 1 x annual salary (up to $200,000) fully paid by the City.

VOLUNTARY BENEFITS: Several plans are available, such as Short Term Disability, Life Insurance and Critical Illness policies through payroll deductions.

LEGAL SERVICES: Legal Service plan available at a cost to all employees through payroll deductions.

POST EMPLOYMENT HEALTH PLAN (PEHP): The City deposits $950 annually into an individual account for each employee. Monies may be used to pay premiums or medical expenses after retirement.

DEFERRED COMPENSATION: Employees may defer a portion of their pre-tax salary in the 457 Deferred Compensation Program.

TUITION REIMBURSEMENT: $2,000 per semester ($6,000 maximum annually) as per the City's Rules and Regulations.

CELL PHONE: Cell phone provided at a monthly cost of $20.00, if required by department.

RECREATIONAL USE: Employee, spouse and immediate family members seventeen (17) years of age and under are entitled to the benefits below:

• Venetian Pool – No charge for daily admission.

• Tennis Centers – No charge for daily court fees

• Youth Center – 50% off residential rates for memberships and 25% off camps and other programs.

Golf at Biltmore & Granada:

• Monday through Friday – no charge

• Saturday, Sunday and Holidays:

  - Before Noon – Twilight fees apply - After Noon – No charge (cart fees apply at all times)

PENSION:

City Retirement Plan - Mandatory employee contribution of 10 % of salary; Vesting period is 10 years.

OR

Defined Contribution - 401a - Contribution by City of 7% of employee base annual salary. Vesting period 5 years. Employee not required to contribute.

Note: Benefits subject to change.

01

Do you have a Bachelor's Degree in Recreation, Leisure Service, Education, Physical Education, or related field?

• Yes

• No

  02

  Do you have four (4) years experience in event coordination, recreation or related field? Please explain.

  03

  Do you have the CPR/First Aid/Defibrillator AED certification?

• Yes

• No

  Required Question

Agency

The City of Coral Gables

Address

214 Minorca Avenue Coral Gables, Florida, 33134

Phone

305-460-5523

Website

http://www.coralgables.com