Special Events Coordinator-160963

The Adams County Parks, Open Space & Cultural Arts Department is looking for a dynamic individual to join our team and assist bringing the County’s Vision Adams County is the most innovative and inclusive county in America for all families and businesses;

and the Department’s Vision To signi?cantly enhance quality of life, enrich communities & INSPIRE! to life. If selected, you will manage all facility rentals, coordination between the events service team and clients, and collaboration with the leadership team to better support the activities of the Parks, Open Space & Cultural Arts Department.

Under the direction of the Special Events Supervisor, you are responsible for year-round facility event coordination, facility rental, exhibitor and vendor sales at the Riverdale Regional Park and Special Events and assisting the Special Events Supervisor in all liquor and food management.

This position also supports the Adams County Fair and any special events by coordinating delegated tasks as assigned.

• Coordinate up to 1,800 events per year held at the Riverdale Regional Park Complex. Events may include but are not limited to : art and cultural activities, weddings, quinceañeras, corporate receptions, tradeshows, company retreats, and / or horse and livestock shows.
• Perform a variety of general clerical duties with speed and accuracy including typing and preparing business documents, such as letters, proposals, and contracts.
• Serve as the first point of contact in person, email, and over the phone for inquiries about contracting Riverdale Regional Park facilities for special events.
• Meet with clients in person, through phone calls, or via email to gather information to appropriately book and contract each event.
• Prepare highly technical legal binding agreements between facility users on behalf of Adams County.
• Collect fees from facility users including contract fees, and other miscellaneous fees; verify billings against contracts.
• Track processes from booking to execution of events, utilizing event management software.
• Be the on-site contact for all contracted events outside of Adams County produced events.
• Prepare schedules and coordinate activities of up coming events for weekly internal event production meetings.
• Communicate and coordinate with facility users, operations and administrative staff, vendors, and other agencies regarding event set-up requirements and special facility needs.
• Serve as a liaison between clients and internal departments.
• Provide information and recommendations to management and supervisory staff regarding facilities usage and procedures.
• Process and generate statistical reports on revenue received by the Parks Department from the contractual agreements and other facility revenues from the rental of Riverdale Regional Park.
• Coordinate with the Special Events Supervisor on all bar needs for contracted events to ensure orders and requests are met and assist in bar sales at Riverdale Regional Park.
• Develop and implement all aspects of the commercial vendor program for the Adams County Fair.
• Perform other related duties and responsibilities as assigned.

Check you match the skill requirements for this role, as well as associated experience, then apply with your CV below.

SUPERVISORY RESPONSIBILITIES :

None.

• Have a desire for a progressive career in special event management.
• Highly organized.
• Ability to stay calm, trouble shoot, and problem solve.
• Must be able to anticipate project needs, discern work priorities, meet deadlines, and manage multiple projects independently.
• Excellent interpersonal skills with high professionalism and the ability to talk with clients, listen to their needs, and understand their event.
• Learn, interpret, and apply County Fair and Regional Parks Complex use policies and procedures.
• Knowledge of basic regulations regarding health, safety, and fire codes.
• Knowledge of or ability to learn pertinent Federal, State, and local laws, codes, and regulations.
• Knowledge of modern office procedures and methods.
• Ability to operate modern office equipment including computer equipment and software.
• Knowledge of principles and procedures of recordkeeping.
• Basic accounting and bookkeeping principles and practices.
• Proper English usage, spelling, grammar, and punctuation.
• Willing to work flexible schedules to accommodate special events held at night and on weekends.
• Flexibility to be available for all county produced events hosted at Riverdale Regional Park throughout the year.
• Communicate clearly and concisely, both orally and in writing.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

Experience :

Three years of experience with special events, marketing, planning, volunteer, and / or sponsorship coordination.

Education and Training :

High school diploma or GED equivalent.

License or Certificate :

Must obtain TIPS Certification within six months.

Background Check : Must pass a criminal background check.

Essential duties require the following physical abilities and work environment :

• Ability to sit, exposure to noise, outdoors, dust and other potential hazards.
• Must attend night meetings and work evening hours during the County Fair and Regional Park special events.
• Must be able to work weekends and flexible schedule.

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