Nature of Work

The City of Miami Beach Parks and Recreation Department is seeking a Special Events Coordinator to undertake advanced planning, coordination, and execution of various programs, activities, events, and special projects for the citizens of the City. This role entails managing logistical and administrative requirements to ensure safe, high-quality City events. The Special Events Coordinator will exercise a high degree of responsibility and independent judgment in planning and executing City functions, programs, and publicity. The position reports to the Assistant Director of Parks and Recreation or designee. The work will be performed under limited supervision.

Illustrative Examples of Essential Duties

• Plan, organize, and execute Parks and Recreation special events.
• Facilitate pre and post-event interdepartmental meetings for planning and evaluation purposes.
• Negotiate terms and conditions of contracts.
• Apply understanding of Parks and Recreation rules and regulations; seek input from staff with specialized knowledge of various park facilities; ensure a thorough review of each park special event by the appropriate City departments.
• Determine and secure applicable permits for events; review insurance certificates and obtain approval for permits from various City departments (Tourism and Culture, Building, Police, Fire, etc.) and all other applicable staff members.
• Determines, recommends, and coordinates necessary levels of support needed from other departments, including public safety, public works, and public information. Acts as special events liaison with other City departments and external agencies to facilitate successful and quality events.
• Take responsibility for the preparation and implementation of the annual budget for each event; monitor expenditures; assist in the annual department budget process.
• Develop and monitor all RFPs, bid proposals, contracts for vendors, and supplies for event-related activities. Also, oversee the identification, purchase, and delivery of items crucial to events; ensure all risk, liability, and insurance requirements are met by vendors, equipment, and activities of the event.
• Develop a comprehensive promotional and marketing program for special events and departmental activities. Prepare various documents and publications using desktop publishing software, including but not limited to flyers, brochures, invitations, and programs. Update departmental webpage, coordinate and format information for recreation software and other internal software.
• Determine advertising needs and develop an annual advertising program.
• Actively pursues event sponsors and sponsorships.
• Ensure departmental adherence to the Citywide Special Events Protocol.
• Interact and communicate effectively with departmental supervisors and employees, City department heads and employees, sales representatives, community leaders, elected officials, entertainers, business owners, schools, media representatives, travel agencies, civic groups, and the public.
• Represent the City in meetings with outside agencies and make presentations to promote special events and programs by speaking with civic groups.
• Oversees City staff, volunteers, and outside vendors, including assigning work, evaluating performance, and participating in hiring decisions.
• May perform emergency custodial maintenance work. Set up tables, sports equipment, chairs, tables, tents, stages, etc.
• May open and close the operations of the recreation facility.
• Applicant must disclose whether they can swim. If the applicant cannot swim, they must always wear a life vest while on the pool deck, in the pool, or near open water.
• Perform related duties as required.

Minimum Requirements

• Five (5) years of full-time verifiable experience in the supervision of public park and recreation services with (3) years of lead supervisory experience planning and implementing recreational programs, fitness and parks, athletics, supervision, and evaluation of staff and facilities. Private sector experience considered.
• Valid driver's license with acceptable driving record.
• A Bachelor’s degree in recreation, sports management, education, or a related field (marketing, public administration, etc.).
• Experience can substitute for education.
• Must become First Aid and CPR certified within (6) months of hire.??
• DCF 40-hour Childcare Facility Training Requirement Certificate or obtain within three months of hire.
• Applicant must be able to work at various locations and varying shifts, holidays, weekends, and evening hours.

PHYSICAL REQUIREMENTS

• This position requires working outdoors in all weather conditions, alone or in a team.
• Must have the use of sensory skills to effectively communicate and interact with other employees and the public through the use of the telephone, computer, and personal contact.
• Significant standing, walking, moving, climbing, carrying, bending, and kneeling required.
• Some crawling, reaching, balancing, sitting, standing, pushing, and pulling are required.
• Must occasionally lift and/or move up to 50 pounds.
• Physical capability to effectively use and operate various items of office-related equipment, such as, but not limited to, word processor, Microsoft Office, recreation software system, credit card machine, calculator, copier, and fax machine
• The work may be performed while sitting at a desk or table or while sitting, standing, walking, bending, crouching, or stooping. The employee frequently lifts light and occasionally heavy objects, climbs ladders, delivers tables, chairs, stage panels, etc., and uses tools or equipment requiring a high degree of dexterity.

For all positions:

• Ability to establish and maintain effective working relationships with elected officials, coworkers, the press the general public and members of diverse cultural and linguistic backgrounds regardless of race, religion, age, sex, disability, political affiliation, gender identity or sexual orientation.

• Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of all city ethics and conflicts of interest policies. Strong understanding of ethical behavior is required.

• Ability to maintain regular and punctual attendance.

• Performs related work as required.

• Reports to work as directed during an emergency as an essential employee of the City of Miami Beach.

For all technical, professional, supervisory and managerial positions:

• Ability to develop innovative and creative solutions to issues consistent with the City’s strategic plan.

Applicants must detail any related work experience on the application or risk disqualification. It is the applicant's responsibility to update their NEOGOV profile with work experience, education, certifications and personal contact information when submitting each application, failure to do so will result in ineligibility. City of Miami Beach employees must reflect their current position and detail their work experience on the application to avoid being disqualified.

Veterans Preference: Veterans Preference is awarded in accordance with Florida State Statute 295.07. If veteran's preference is being claimed, it must be indicated on the application form and proper documentation, including all forms DD-214 (either Member 2 or Member 4), as well as the final Department of Defense Disability Letter (dated within one year) must be submitted with the application.

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