Description
Our City is home to the Seminole Casino Coconut Creek, Butterfly World, and the Coconut Creek Promenade. Every one of our business owners and 61,000 residents rely on our awesome 400+ employees. Are you ready to be one of us?
If you are interested in making a difference in the lives of others and serving the public; if you are innovative, progressive, dedicated, and looking for a workplace where you belong, consider applying to join our Coconut Creek family.
About The Job
Creates, plans and implements special events. Performs intermediate-level technical or specialized work in the Parks and Recreation department. Work is performed under general supervision with limited latitude. Position exercises some judgment in accordance with well-defined policies, procedures, and techniques.
Hours of work: 40 hours per week. Required shift work including days, evenings, weekends and holidays. Current schedule Tuesday through Friday 9:30am-6:00pm and Saturday 8:00am-4:30pm. Schedule adjusted based on events. Days/hours are subject to change.
Essential Duties And Responsibilities
The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the classification. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.
- Creates, plans, organizes, and implements all aspects of small and large events, both indoor and outdoor for the community
- Plans for different event scenarios, including contingency plans for possible weather or other unforeseen conditions and creates an event action plan
- Plans multiple events at once
- Plans event details, such as venue location, date, and time (such as holiday, cultural, etc.)
- Provides creative ideas and experiences, uses imagination and adds ambiance to elevate existing events
- Creates press releases
- Coordinates and obtains event entertainment and equipment, including movies, music, performers, services, vendors and guest speakers
- Maintains working relationship with all professional services
- Oversees events on the day of, including organizing vendors, solving problems, welcoming participants, conducting event set-up and breakdown with little to no assistance and communicating with staff
- Handles specific assignment/job tasks for each City-wide special event
- Ensures each event follows safety guidelines and adheres to City policies and procedures
- Manages internal and external inquires related to community events and communicates with a variety of groups and individuals including department and City staff, community groups, volunteers, senior citizens, special needs populations and the general public
- Obtains invoices and makes payments in a timely manner
- Stays within budget while planning events
- Creates event proposals and presents proposals by deadline
- Performs routine administrative support duties including composing correspondence, typing, copying and filing
- Obtains proper paperwork and documents for agreements, contracts and permits for all special events
- Submits permits for events when necessary
- Obtains and coordinates vendor deliveries and picks up necessary equipment and supplies for events
- Completes registration process utilizing Rec Trac (software program) for vendor payments and registrations
- Coordinates with Marketing Specialist in creating effective advertisements for each event
- Maintains inventory of supplies and equipment; completes requisitions for supplies and equipment as necessary
- Performs related duties as assigned and/or required
Qualifications
Must possess Associate's degree (or at least forty-five (45) credit hours) from an accredited college or university; supplemented by one (1) year of experience in planning special events.
The City reserves the right to consider alternate combinations of education, certification, training, and/or experience.
Bachelor’s degree in Recreation/Leisure Studies, Business, Event Management, Marketing, Hospitality Management, or a related field preferred.
Must have a state of Florida driver license, class E, a current cardiopulmonary resuscitation (CPR) certification and an automated external defibrillator (AED certification).
Supplemental Information
Knowledge, Skills, And Abilities
- Advanced knowledge of special events, recreation programming, municipal recreation and park programming, activities, and catering themed events
- Knowledge of marketing, advertising, and sales promotion
- Skill in Microsoft Office products (Word, Outlook, and Excel)
- Skill in providing good customer service
- Ability to create, imagine and develop themed events
- Ability to work outdoors in all-weather climates
- Ability to multi-task while working with tight deadlines and shifting priorities
- Ability to pay close attention to detail
- Ability to quickly and independently learn new software
- Ability to organize work for timely completion
- Ability to work with minimal supervision
- Ability to demonstrate excellent interpersonal skills, energy, and enthusiasm while working with all age groups including seniors, youth, and toddlers, with and without special needs
- Ability to use critical thinking skills to arrive at solutions and suggest improvements to processes
- Ability to clearly communicate and understand information in English, both orally and in writing
- Ability to establish and maintain effective and cooperative working relationships with those contacted in the course of work
- Ability to demonstrate innovation and creativity
- Ability to regularly attend work and arrive punctually for designated work schedule including evenings, weekends, and holidays
PHYSICAL REQUIREMENTS:
Depending on functional area of assignment, tasks involve the periodic performance of moderately physically demanding work, usually involving lifting, carrying, pushing and/or pulling of moderately heavy objects and materials (up to 80 pounds). Tasks that require moving objects of significant weight require the assistance of another person and/or use of proper techniques and moving equipment. Tasks may involve some climbing, stooping, kneeling, crouching, or crawling. Tasks may involve extended periods of time at a keyboard or work station and extended periods of time standing and/or walking.
Environmental Requirements
Tasks are regularly performed inside and/or outside with potential for exposure to adverse conditions, such as dirt, dust, pollen, odors, fumes and/or poor ventilation, wetness, humidity, rain, temperature, and noise extremes, machinery and/or moving vehicles, vibrations, electric currents, animals/wildlife, toxic/poisonous agents, gases or chemicals, oils and other cutting fluids, violence and/or disease, or pathogenic substances.
Sensory Requirements
Some tasks require manual dexterity, in addition to visual and hearing acuity. Some tasks may involve identifying and distinguishing colors.
CITY OF COCONUT CREEK
Benefit Summary For Civil Service (non-exempt) Personnel
HOLIDAYS - 10 paid full-day holidays and 2 paid half-day (Christmas Eve and New Year's Eve) holidays per year.
PERSONAL LEAVE - 16 hours/year (prorated the first year of employment based on hire date); does not roll over.
VACATION LEAVE - Employees earn vacation leave from the date of hire based on the following schedule:
< 4 years of service: .0385 hours per each regular paid hour (80 hrs./yr.)
4+ years of service: .0577 hours per each regular paid hour (120 hrs./yr.) 7+ years of service: .0770 hours per each regular paid hour (160 hrs./yr.) 10+ years of service: .0962 hours per each regular paid hour (200 hrs./yr.)
Maximum accumulation is 200 hours as of the last day of the pay period including November 1 each year for employees with fewer than 10 years of service. Maximum accumulation is 240 hours as of the last day of the pay period including November 1 each year, with up to 80 excess hours payable per year, for employees with at least 10 years of service.
SICK LEAVE - Employees earn 0.0462 hours of sick leave for each hour of regular paid service. Accumulations in excess of 520 hours are paid out annually at a 50%, 75%, or 100% conversion rate depending on years of service.
GROUP INSURANCE PROGRAM
For each employee, the City pays the premiums for $20,000 Basic Life insurance, $20,000 AD&D, and Long and Short-Term Disability, and contributes towards the total premium for medical insurance. For employees selecting the High Deductible Health Plan (HDHP), employee-only medical insurance coverage is paid 100% by the City’s contribution. Most employees who enroll in the City’s HDHP are eligible to participate in a Health Savings Account (HSA). For those selecting a medical plan with higher premiums, dependent coverage, and/or optional benefits, employee contributions are made through bi-weekly payroll deduction. Eligibility for coverage is the first of the month following thirty (30) days of full time employment.
Proof of medical coverage is required for full-time City employees. However, employees may opt-out of the City’s group medical insurance and receive a pre-determined dollar amount paid bi-weekly through payroll. The City’s insurance program includes a Section 125 Program, which allows eligible employees to pay for medical and dental insurance, dependent health coverage, HSA Contributions (if eligible), additional life insurance, some AFLAC policies, etc., and any other eligible insurance premiums with pre-tax dollars, and/or set aside pre-tax dollars for unreimbursed medical, dependent or elder care. Certain optional benefits, such as Legal Shield, Identity Shield, certain amounts of life insurance and some AFLAC plans, must be paid on a post-tax basis. All payments are made bi-weekly by payroll deduction. Changes to selections may only be made during qualifying periods.
PENSION/RETIREMENT PLAN
The City participates in the Florida Retirement System (FRS), which offers a choice of either a Pension Plan (defined benefit) or an Investment Plan (defined contribution). The City contributes an amount to the selected plan that is determined by the State Legislature. In addition, employees contribute 3% through a pre-tax payroll deduction. The Pension Plan benefit is determined by multiplying the Regular Class rate of 1.6 times the years of FRS service times the average of the employee's highest paid eight (8) years of salary. The Investment Plan benefit is based on the performance of selected funds over time. Employees in the Pension Plan are vested after eight (8) years of service; vesting is after one (1) year of service for the Investment Plan. Normal Retirement for the Pension Plan is age 65 with 8 years of Regular Class service, or 33 years of Regular Class service regardless of age. Early Retirement is any age after eight (8) years, but less than 33 years of service (There is a penalty of 5% per year under age 65.) There is no age or service requirement that must be met to receive a benefit under the Investment Plan, provided the one (1) year vesting requirement has been met.
- Please Note: If you have recently retired from FRS, please check the FRS website at http://frs.myflorida.com to review the provision pertaining to re-employment restrictions.
- Age and years of service for vesting, highest average compensation, normal retirement, and early retirement requirements are lower for those enrolled in FRS prior to July 1, 2011. Please refer to the FRS Pension Plan Member Handbook for additional information.
Employees may also make voluntary contributions to a 457 Deferred Compensation Plan or Roth IRA Plans with ICMA-RC, up to the annual limit as defined by the IRS.
LONGEVITY PAY - Employees are eligible for an annual lump sum longevity payment as follows:
- Upon completion of five (5) through nine (9) years of service: $500
- Upon completion of ten (10) through fourteen (14) years of service: $1,000
- Upon completion of fifteen (15) through nineteen (19) years of service: $1,500
- Upon completion of twenty (20) years of service: $2,000
TUITION REIMBURSEMENT PROGRAM
Employees who have completed their one (1) year probationary period are eligible to participate in the Tuition Reimbursement Program. With approval of the course(s) and subject to availability of funds, employees may be eligible for reimbursement of 100% for a grade of A, 75% for a grade of B, and 50% for a grade of C. The maximum tuition reimbursement available to any employee shall be the equivalent of (18) credit hours per fiscal year at either the State of Florida community college level or the State of Florida university level.
PAY-FOR-PERFORMANCE
Employees are eligible for up to 5% in pay-for-performance compensation, based upon their annual evaluation, provided said compensation is approved and funded in the city’s adopted budget.
DISCOUNT PROGRAMS
The City offers a variety of discount programs. The following are some areas for available discounts: Healthy Meals, Health Services, Banking / Financial; Cellular / Data and Computer Services, Entertainment, Retail and Travel.
WELLNESS PROGRAMS
The City of Coconut Creek offers a wide variety of wellness initiatives and programs. Some of these initiatives and programs are: Weight Watcher’s at Work, Walking Challenges, Wellness Warrior Reimbursement Program, Annual Wellness Fair, several wellness preventive screenings, flu shots, and mammogram wellness screenings. The City is always looking for new ways to improve the overall health and wellness of its employees.
Please note, the benefits listed above are subject to change. Full descriptions of each benefit listed may be found in the City’s Code of Ordinances, Administrative Orders, applicable Collective Bargaining Agreement, on the employee portal or by contacting Human Resources and Risk Management at 954-973-6715 or hr@coconutcreek.net.
01
Each applicant must complete this supplemental questionnaire as a part of the application screening and selection process. The information you provide will be reviewed and used to determine your eligibility to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. Do you agree to answer each supplemental question truthfully and that your responses can be verified from information included within the application?
02
Required Documentation: I understand that I am required to submit the following documentation to the City of Coconut Creek for my application to be considered complete
Documents must be submitted at the time of application.
- Copy of proof of highest education level(e.g., High School Diploma/GED, College transcript or degree, etc.)
- Copy of required licenses/certifications
- Copy of DD214 (if claiming Veterans Preference)
Note to Applicant: Electronic copies of required documents may be attached to your online application. If electronic copies are not available, required documents must be hand-delivered or mailed to the City of Coconut Creek Human Resources Department at 4800 W. Copans Road, Coconut Creek, FL 33073, or faxed to 954/956-1523 within 1 business day of submitting your application. Applications without the necessary accompanying documents will be considered incomplete.
- I understand that failure to submit required documentation is reason for disqualification from consideration for employment.
03
Do you have a minimum of an Associate's degree or at least forty-five (45) credit hours from an accredited college or university?
04
What is your highest level of education?
- High School Diploma or GED
- Some College, No Degree
- Associate's Degree
- Bachelor's Degree
- Master's Degree or Higher
05
If you have a degree, please state your area of study.
06
Do you have a minimum of one (1) year in planning special events?
07
If you answered yes to question #6, please list the employers (from your application) and explain how this experience is related to planning special events.
08
Do you have a state of Florida driver's license, class E?
- Yes
- No - I have a driver's license from another state but I understand that I must obtain a Florida driver's license prior to first day of employment
- No - I do not have a driver's license from any state
09
Do you have a current cardiopulmonary resuscitation (CPR) certification?
- Yes
- No, however I understand that I must obtain this required certification prior to first day of employment
10
Do you have a current Automated External Defibrillator (AED) certification?
- Yes
- No - however, I understand that I must obtain obtain this required certification prior to first day of employment
11
Describe why you would like to become an Events Specialist with the City of Coconut Creek and state any additional information you feel may be helpful to us in considering your application.
12
I meet all of the requirements of the position (including but not limited to education, experience, knowledge, skills, abilities, and physical requirements), and I am able to perform the essential functions of the position, with or without reasonable accommodation.
