Work Unit: Park County Fairgrounds & Parks Department
Pay Grade: 10 ($18.33 -22.61) Title: Events & Community Coordinator
Non – exempt .75 FTE
Subordinates: Contracted event services, seasonal staff and volunteers
Supervisor: Park County Fairgrounds and Parks Director
Position overview: Position oversees the day-to-day operation of PCFP Facilities. Responsible for coordinating and executing events and engaging the community on PCFP activities through marketing and outreach. Effective communication abilities are critical to the position, as is being available to the public and co-workers in a kind and professional manner. Occasional evening and weekend work is necessary and some flexibility of schedule is required.
All duties below are essential functions unless otherwise indicated. Duties of the position are not all inclusive and subject to change.
a) Make safety of self and others a top priority at all times.
b) Work with the public and accurately and timely completing/overseeing the following duties: schedule buildings and grounds for rental purposes, record and maintain accurate records of expenses and revenues with the PCFP Director.
c) Retain and track records of customer interactions, facility rentals, i.e., RV storage, horse stalling, Exhibit Building and/or all building and grounds rental.
d) Update county website, online reservation system and ticketing websites.
e) Attend monthly Fairgrounds & Parks board meetings and maintain accurate meeting minutes.
f) Work with the Facilities & Maintenance Technician to maintain accurate inventory of facilities, keys and supplies.
g) Work effectively with Facilities & Maintenance Technician to ensure security of buildings and grounds with lessees before, during and after events.
h) Purchase supplies needed up to $200.00 for the upkeep and maintenance of the facilities, within budget.
i) Be available to the public in a kind and professional manner.
a) Assist with all clerical, secretarial, and receptionist duties as required by a county government office, and oversee the organization and coordination of events and functions.
b) Respond to inquiries by the public and others via email, telephone, written and other correspondence in a timely manner.
c) Maintain accurate electronic and hard copy records and record payments.
d) Assist walk-in customers with camping, horse-stalling, etc.
e) Oversee the online reservation systems for horse stalling and camping reservations.
f) Work with Director to organize and manage county sponsored events.
Marketing & Community Outreach
a) Research and identify potential county-sponsored revenue centers and events including determining financial feasibility through budget development and timeline.
b) Identify sponsors, vendors and partners for county-sponsored activities and events and help develop sponsorship prospectus and fees.
c) Use desktop publishing tools including Microsoft Publisher, Adobe InDesign, or other software to develop marketing materials.
d) Create and distribute promotional materials using MailChimp, email distribution lists, social medias outlets including Facebook, Instagram and SnapChat.
e) Create newsletters & visual summaries of PCFP activities to distribute to the public.
f) Develop messaging for events and update and maintain digital sign at marquee accordingly.
g) Assist with sponsor recruitment. Identify a statement of benefits to event sponsors.
h.) Create and distribute PCFP Sponsorship Prospectus.
Assist director with hiring seasonal employees and recruiting volunteers. Supervise the PCFP seasonal staff and volunteers, which involves motivating, delegating, reviewing work for accuracy and timeliness, training, providing assistance, evaluating performance and participating in recruitment and selection process for vacancies in the department. Carry out supervisory responsibilities in accordance with Park County policies and applicable laws.
a) To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Demonstrated knowledge of computer systems and social media platforms or a willingness to learn. Competency and ability to learn new computer programs such as RegFox, MailChimp, AdobeSpark, and customer relationship management tools.
b) Excellent written and verbal communications are required and is a part of the daily work. Microsoft Publisher, Outlook, Microsoft Office Suite and Excel will be utilized. Knowledge of facilities oversight. Ability to be punctual and thrive in a multitasking environment. Effective managerial/supervisory skills are needed. The ability to learn in an evolving work environment is necessary.
Education and Experience: The required knowledge, skills and abilities regularly obtained through a High School diploma and two to four years of related work experience. Associate’s or Bachelor’s degree is preferred. Experience in the realm of business administration such as: secretarial, clerical, accounting, public relations, janitorial, computer (Microsoft Office Suite including, Excel, Publisher, Word), social media is needed. Those with marketing experience and technologically savvy applicants will really enjoy this opportunity.
CERTIFICATES, LICENSES, REGISTRATIONS:
Valid Driver’s License.