POSITION: Programming and Events
DEPARTMENT: Parks and Recreation
WORK SCHEDULE: As Assigned
HOURLY RATE: $13.50/ Hour
JOB CATEGORY: PAT (Professional, Administrative, Technological)
STATUS: Part Time
FLSA STATUS: Non-exempt
To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. The City of Richmond provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship.
Incumbent serves as Programming and Special Events Coordinator for the Parks and Recreation department, responsible for overseeing and organizing various programs, activities, and special events within the entire City of Richmond.
Assesses social, cultural, and recreational needs of the community and prepares and submits proposals and cost estimates for producing various programs, events and activities within the City of Richmond.
Oversees, organizes, and implements various programs and special events throughout the year, such as community festivals, tournaments, competitions, performances, and other programs/activities. Coordinates use of various department and community resources, such as buildings, facilities, materials, equipment, supplies, partnerships and manpower.
Provides plans for innovative opportunities in programming and funding, including participating in the grant writing process, serving as department liaison within the community through all engaging activities, providing ideas and developing alternative funding sources, such as sponsors, in-kind donations, grant opportunities and public-private partnerships.
Formulates, prepares and submits budgetary requests, administers budget upon approval and oversees maintenance of financial accounts. Forwards financial records to appropriate staff or partner agencies accordingly. Assists Superintendent with long range planning for special events/programs as appropriate.
Supervises special event/programs employees, instructors, interns and volunteers, including communicating personnel policies and procedures, recruiting, interviewing and hiring job candidates, providing training, planning/delegating work assignments, evaluating performance, maintaining discipline and recommending corrective action as warranted.
Develops and defines volunteer and internship projects and positions, including developing written job descriptions, work assignments, and written material to guide volunteers and interns in overall performance. Coordinates necessary tools and equipment needed for volunteer and internship projects. Assists community groups in planning and executing volunteer projects.
Maintains records of volunteer activities and hours, including preparing reports and documenting activities as required. Serves as liaison between staff and volunteers.
Attends and participates in meetings with state and local government agencies, public and private organizations and individuals to facilitate, develop and coordinate community special events and activities.
Promotes special events, programs and activities within the community, including speaking engagements, designing brochures/fliers, social media outlets and preparing news releases and public service announcements.
Prepares various reports for department staff, Park and Recreation Board, and related agencies and organizations relating to special events planning and assessment.
Maintains regular communication with Recreation division staff and special events staff, offering technical assistance and on-site leadership as needed. Conducts meetings, seminars, and on-site inspections to ensure department goals, policies, guidelines, standards, and philosophies are adhered to by staff, officials, volunteers and participants.
Maintains the Department website, social media, and works to create a positive relationship with all citizens in which we serve.
Assists other recreation program areas in planning and implementing programs and services as requested.
Attends conferences/seminars as necessary.
Occasionally responds to emergency situations, such as patron and staff accidents.
Performs related duties as assigned.
Baccalaureate Degree in Recreation, Event Planning or related field or 1-2 years’ experience in tourism, marketing, recreation, special events, community arts, or leisure-related agency. Masters’ degree preferred.
Possession of or ability to obtain CPR and First Aid certifications.
Thorough knowledge of accepted practices and principles relating to recreation and special events management, with the ability to direct operations and implement programs to meet the social, cultural and recreational needs of the community.
Knowledge of and ability to make practical application of City/department policies and procedures and applicable OHSA safety policies and procedures.
Working knowledge of business management and/or accounting, budget administration, grant writing and community fund raising, with the ability to apply such knowledge to a variety of interrelated processes, tasks and operations.
Working knowledge of standard English grammar, spelling and punctuation, and the ability to prepare detailed written reports, financial reports, and grant requests within departmental deadlines.
Ability to oversee and direct staff and volunteers, including communicating personnel policies and procedures, recruiting, interviewing and hiring job candidates, providing training, planning/delegating work assignments, evaluating performance, maintaining discipline and recommending correction action as warranted.
Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.
Ability to effectively communicate orally and in writing with co-workers, other City departments, various boards and commissions, local businesses, community groups, media, vendors, sponsors, state and local government agencies, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.
Ability to properly operate standard office equipment, including computer, calculator, copier, telephone, fax machine, digital camera, CD burner, binding machine and handheld radio.
Ability to file, post, mail materials, and maintain accurate and organized records.
Ability to compare or observe similarities and differences between data, people, or things.
Ability to compile, coordinate and evaluate data, make determinations, and present findings in oral or written form.
Ability to work with others in a team environment, often under time pressure, and on several tasks at the same time.
Ability to understand, memorize, retain, and carry out oral or written instructions.
Ability to apply knowledge of people/locations and plan/layout assigned work projects.
Ability to plan and present public speaking presentations and special events.
Ability to appropriately update social media, website, marketing and other promotional needs as arise.
Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.
Ability to occasionally work extended, evening and/or weekend hours and occasionally travel out of town for meetings/seminars, sometimes overnight.
Ability to assist other recreation program areas as needed.
Ability to respond to emergency situations as needed.
Possession of a valid driver’s license and demonstrated safe driving record.
DIFFICULTY OF WORK
Incumbent performs duties which are broad in scope and impact, requiring consideration of many variables. Incumbent spends the majority of his/her time overseeing, planning and implementing various special events, programs and activities within the community and submitting detailed work plans for all programs as required. Guidelines are not always clear and decisions are frequently made with little or no guidance from supervisor.
Incumbent makes substantial contributions in meeting the recreational, social and cultural needs of the community, exercising independent judgment in selecting and modifying programs and activities, hiring competent staff, and maintaining safety at all events. Work is periodically reviewed for soundness of judgment and conformance with department goals and policies.
PERSONAL WORK RELATIONSHIPS
Incumbent maintains frequent contact with co-workers, other City departments, various boards and commissions, local businesses, community groups, media, vendors, sponsors, state and local government agencies, and the public for purposes of explaining and interpreting policies and procedures, coordinating activities, and rendering service.
Incumbent reports directly to Park Superintendent.
PHYSICAL EFFORT AND WORK ENVIRONMENT
Incumbent performs majority of duties in a standard office environment, involving sitting for long periods, standing/walking at will, lifting/carrying objects weighing 25-50 pounds, pushing/pulling objects, bending, reaching, crouching/kneeling, close/far vision, color/depth perception, speaking clearly, hearing sounds/communication and handling/grasping/fingering objects. Incumbent may work with or be exposed to irate/hostile individuals. Incumbent occasionally works extended, evening and/or weekend hours and occasionally travels out of town for conferences/seminars, sometimes overnight. Incumbent occasionally responds to emergency situations as needed. Safety precautions must be followed at all times to ensure safety of public and staff.