Special Events Superintendent, (B253153-3), 212, Special Events - Full-time

About the Department

Responsible for managing, directing, and supervising all events held on city premises to include the program requirements for the program, sponsors, budget, and staffing.  Also identify the needs of every event to determine security, staffing, equipment, insurance, and permits or any other resource that may be needed.  In addition, initiate and track the event budget to incorporate all costs associated with the event including soft costs, in-kind costs, staffing, fees, rental, and other incidentals. 

Position Duties

ESSENTIAL DUTIES & RESPONSIBILITIES

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Manage all special events for the City as well as subordinate staff to support events and identify all expenses, fees and costs associated with the events 
• Communicating with customers and/or clients to initiate an event program and coordinating with all necessary departments to identify needs, requirements, costs, and availability of their services.
• Schedule planning meetings to organize and delegate tasks as well as follow through to ensure all details have been addressed, planned, and coordinated
• Meet and coordinate with various companies and vendors to negotiate sponsorship packages that are favorable to both city and client.
• Will be required to drive a City vehicle for city business use.
• Performs other duties as assigned.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of: 

• Knowledge of event tracking for budgetary purposes to ensure financially stable events 
• Knowledge in conducting creative and successful events 
• Knowledge of office procedures,
• Knowledge of city policies for all departments, strong communication skills both orally and in writing
• Knowledge in financial management and record keeping for reporting.
• Knowledge of policies and procedures from various city departments

Skills and Abilities: 

• Skill in public speaking
• Skill in multitasking and organization.
• Skill in time management 
• Skill in strong negotiation skills for favorable outcomes for all
• Ability to multitask
• Ability to build and maintain effective working relationships with others.
• Ability to communicate clearly and effectively both orally and in writing.
• Ability to maintain good planning and organizational skills.
• Ability to take and follow directions from supervisor.
• Ability to give directions to and gain compliance from assigned staff.
• Ability to perform strenuous work and routine work.
• Ability to maintain a valid Texas Driver License and a good driving record.
• Ability to project a positive and professional image of the City of Laredo.
• Ability to effectively communicate both orally and in writing in the English language and orally in the Spanish language.
• Ability to comply with all City of Laredo's policies and procedures.
• Ability to maintain good health and physical condition sufficient to permit the full performance of the duties of this position.

WORK ENVIRONMENT/CONDITIONS AND PHYSICAL DEMANDS

Physical Effort Requirements

 Position will have the following exposures

• Occasional exposure to unpleasant environmental conditions and/or hazards.  Occasional outside work.
• Exerting up to 35 pounds of force occasionally, up to 20 pounds of force frequently, and/or up to 20 pounds of force constantly having to move objects.

Work Environment Locations

Position will require the employee to work in the following types of work environments

Seldom

• Street environment (near moving traffic)
• Construction site
• Confined space 
• Warehouse environment

Sometimes

• Outdoor environment
• Vehicles

Frequently

• Office or similar indoor environment

Exposures

Position will require the employee to be exposed to the following environmental elements

Seldom

• Individuals with known violent backgrounds
• Extreme cold (below 32 degrees)
• Extreme heat (above 100 degrees)
• Communicable diseases
• Moving mechanical parts
• Fumes or airborne particles
• Toxic or caustic chemicals or substances
• Loud noises (85+ decibels such as heavy trucks, jack hammers, construction)

Sometimes

• Individuals who are hostile or irate

Travel 

Position will require the employee to travel

Seldom:

• Regional travel
• International travel

Sometimes:

• National travel

Frequently

• Local travel

Minimum Qualifications

Required Education and Experience

• Bachelor's Degree from an accredited* college or university in Business Administration, Public Administration, Event Planning, Event & Entertainment Management, Design & Hospitality or related field 
• At least three (3) years of experience in office administration, customer service, high pressure situations, event planning, and budget management

       *Council of Higher Education Accreditation (C.H.E.A.)Other Qualifications

Required Education and Experience

Valid Texas Driver License. If applicant holds an out-of-state license, a State of Texas Driver License must be obtained within 6 months of employment.


As part of the minimum requirements for all positions with the City of Laredo, a thorough background check and certified school transcripts will be required from all applicants who are offered employment.
 

Effective February 24, 1997, all selected applicants are required to undergo a drug and alcohol test prior to employment.
 

Effective January 7, 2008, all persons in safety-sensitive functions/positions, as per City of Laredo Drug and Alcohol Policy definition, shall be subject to random drug and alcohol testing.
 

A person with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at (956) 791-7480, two days prior to the scheduled interview and/or test if applicable.