Special Events Manager

Job Title: Special Events Manager

Department: Parks and Recreation

Hours: Full Time

Start date: 07/22/2022

Job Description:

Job Title:          Special Events Manager                       Reports To:     Assistant Parks and Recreation Director

Department:      Parks & Recreation                               Pay Grade:       TBD

Division:           Parks & Recreation                               FLSA Status:   Exempt

Direct Reports: Recreation Programmer/Events             EEO Category: Professionals   

GENERAL DESCRIPTION OF POSITION

The Special Events Manager is responsible for developing, implementing, participating in, directing, and supervising quality special events for all ages.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Oversee 2 full-time staff and Coordinate background checks and staffing of contract employees for special events.  
  • Plans, organizes, conducts and coordinates a wide variety of special events for the Parks & Recreation Department;
  • Meets with public groups and communities to explain and promote events;
  • Assists Parks & Recreation Director in securing large sporting/special events and serves as point of contact for pre-event coordination;
  • Works with Groundskeeping and Facility Staff to ensure successful operation of events;
  • Develops and implements surveys for the evaluation of programs;
  • Researches grant availability and makes application;
  • Purchases supplies for recreation facilities and programs;
  • Manages facilities preparation and take down for events to be held in Parks facilities;
  • Supports staff with making deposits, financial reporting, opening and closing Parks facilities, etc. as needed;
  • Serve as event contact during event as assigned;
  • Oversees the day-to-day special events operations;
  • Prepares a variety of reports and other documents such as operating, activity and statistical reports, promotional materials and agenda items;
  • Presents promotional materials to interested groups;
  • Provides input into the development of budgets, including determining staffing and materials;
  • Develops fundraising campaigns and solicits sponsor and sponsorship packages.
  • Oversees special events rental and registration activities;
  • Maintains contacts with neighborhood groups, schools, businesses, law enforcement agencies, volunteer and other community groups and provides necessary coordination of services;
  • Uses advertising and marketing practices to best promote special events and activities to citizens and potential users.
  • Reviews time and attendance reports and makes corrections before submission to payroll;
  • Works with Groundskeeping, Facility staff to ensure successful operation of events and daily operations.
  • Completes invoicing for tournaments and rentals;
  • Other duties as assigned.

QUALIFICATIONS

  • High School Diploma or GED
  • Bachelors’ Degree in Parks & Recreation or Marketing preferred;
  • Five (5) years’ special events management preferred;
  • Certified Parks & Recreation Professional (CPRP) preferred;
  • CPR Certification preferred;
  • Ability to work strictly within a budget;
  • Ability to work under pressure;
  • Excellent planning and leadership skills;
  • Excellent communication skills;
  • Basic MS Office skills;
  • Ability to work evenings and weekends;
  • Valid Arkansas Drivers’ License.

RESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT

Up to $1,000,000.00

PHYSICAL ACTIVITIES

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.  While performing the functions of this job, the employee is continuously required to talk or hear; frequently required to walk, sit, reach with hands and arms; and occasionally required to stand, climb or balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision; and color vision.

ENVIRONMENTAL CONDITIONS

The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate. The employee typically works in an office environment.

This job description should not be interpreted as all-inclusive.  It is intended to identify the essential functions and minimum qualifications of this job.  The incumbent(s) may be required to perform job-related responsibilities and tasks other than those stated in this job description.  Nothing in this job description restricts management’s right to assign or reassign job-related responsibilities and tasks to this job at any time.  Certain functions are understood to be essential; these include, but are not limited to, attendance, getting along with others, and dealing with and working under stress.  Any essential function of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA).  Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.

EOE

Please send applications to: jennifer.perry@bentonar.org or payton.dawson@bentonar.org