Events Coordinator

Ada County Boise, ID 2019-07-09
General Summary

Processes reservation requests and coordinates the booking of events for the Barber Park Education and Event Center, and other Ada County parks, trails, open space areas, and greenbelt facilities. Ensures compliance with event permitting processes, collection of facility and other space rental fees, documentation of proper insurance requirements, adherence to Ada County Parks & Waterways Department policies, and compliance with County codes. Provides front office and customer service support for Barber Park.

Organizes and coordinates all interim events for Ada County Parks & Waterways; and performs related duties as required. Provides outstanding customer service, communicates effectively, politely and professionally, promotes positive visitor relations, performs routine, moderately complex work under general supervision according to pre-defined guidelines.

Essential Functions

  • Schedules all facility reservations for Ada County park facilities, works with customers to determine event needs, and process various reservation related requests;
  • Assists customers with information about various County facilities regarding capacity, amenities, and availability;
  • Reviews all applications and ensures that facility rental terms have been met, including required permits for use of amplified sound systems, catering, alcohol services, and other permitting requirements;
  • Prepares, reviews, and maintains contracts for the use of facilities;
  • Receives and evaluates insurance certificates to ensure customers have the required coverage, and orders insurance when necessary;
  • Maintains and updates the database of events, and processes and maintains weekly event summary and set-up reports for Barber Park Education and Event Center and other county Park facilities;
  • Arranges for parking requests, utility vehicle requests, power, water, portable toilet, additional dumpster requests, traffic control, shuttle buses, crowd control, and event security;
  • Coordinates with maintenance staff before and after events to ensure upkeep and restoration of facilities;
  • Reviews upcoming event schedules, troubleshoots potential problem areas, and coordinates with others to resolve set-up and scheduling conflicts; Explains facility rental policies and procedures to customers;
  • Collects payments for various events;
  • Schedules seasonal staff as needed for event support;
  • Performs related duties as assigned.

Job Requirements

  • Associate's degree from an accredited university in Business Administration or equivalent combination of education and experience; required.
  • Minimum of one (1) year of experience with event planning, venue management, and/or facility rental strongly preferred;
  • Must have excellent problem solving skills, and the ability to balance the needs of a variety of customers;
  • Knowledge of event planning and coordination;
  • Knowledge of business English grammar, spelling and punctuation;
  • Knowledge of business math;
  • Skill in the operation of a personal computer, including the use of Microsoft Word software;
  • Skill in organizing records;
  • Skill in proofreading and editing routine business correspondence;
  • Ability to interpret and apply rules and guidelines;
  • Ability to communicate effectively verbally and in writing;
  • Ability to perform a wide variety of office tasks with accuracy and speed under the pressure of time sensitive deadlines;
  • Ability to demonstrate a professional demeanor and the ability to interact with others with discretion and tact;
  • Ability to maintain effective working relationships.

Work Environment & Physical Demands

  • Must be available to work evenings and weekends as business needs require, and may be subject to 24-hour phone calls;
  • Work is performed primarily in an office environment, however, the employee will occasionally be required to meet with customers outdoors or in the Barber Park Education and Event Center;
  • May be required to lift up to 20 pounds;
  • Requires sufficient personal mobility and physical reflexes, to permit the employee to function in a general office environment and accomplish tasks.

To perform this job successfully, an individual must be able to perform the essential functions satisfactorily with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of individuals in the job. This job description is not an employment agreement and/or an expressed or implied employment contract. Management has the exclusive right to alter this job description at any time without notice. Ada County provides Veteran's Preference for all County jobs except for those deemed "key positions" in accordance with Title 65, Chapter 5 of Idaho Code.

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