Special Events Coordinator in San Luis, Arizona at City of San Luis

ABOUT THE POSITION
Under general supervision of the Recreation Manager, plans, coordinates, promotes, and evaluates community special events, festivals, and cultural arts programs sponsored or co-sponsored by the city. The incumbent coordinates all aspects of event development and implementation, including budgeting, logistics, vendor and sponsor coordination, marketing, staffing, volunteer management, safety planning, and event evaluation. The incumbent works collaboratively with City departments, community organizations, businesses, and external agencies to deliver high-quality events that enhance community engagement and support departmental goals.

As the Special Events Coordinator, you will:

• Plan, organize, implement, and evaluate community events, festivals, and cultural arts programs sponsored or co-sponsored by the city.
• Develop event budgets; monitor revenues and expenditures; recommend strategies to achieve cost recovery, growth, and long-term sustainability goals.
• Identify, recruit, and coordinate sponsors, community partners, vendors, exhibitors, entertainers, and artists, and contractors; negotiate service arrangements and monitor performance.
• Prepare event plans, schedules, site layouts, and operational timelines; coordinate staffing, volunteers, equipment, facilities, traffic control, security, emergency services, permits, and other event logistics.
• Collaborate with City departments, community organizations, and external agencies to ensure events are delivered safely, efficiently, and in compliance with applicable regulations.
• Coordinate event marketing and promotional efforts with City marketing staff, including content for activity guides, websites, social media, recreation management systems, print materials, and other communication channels.
• Maintain accurate records of event attendance, revenues, expenditures, contracts, permits, and other program-related documentation.
• Conduct participant surveys and evaluate event outcomes; prepare reports and recommendations for program improvements and future planning.
• Research, procure, and maintain event equipment, supplies, rentals, and service contracts; develop specifications, scopes of work, and obtain quotes as required.
• Respond to participant, vendor, sponsor, and community inquiries and concerns; resolve issues and foster positive customer and community relations.
• Assist with recruitment, training, and scheduling of assigned staff and volunteers; ensure compliance with City policies, safety procedures, and program standards.
• Assist with preparation and administration of departmental budgets and identify potential funding and sponsorship opportunities.
• Communicate with local media and community stakeholders regarding upcoming events and recreational opportunities.
• Enforce applicable safety, health, sanitation, and operational policies, procedures, and regulations.
• Perform other related duties as assigned.

IDEAL CANDIDATE

Will possess the knowledge of:

• Principles and practices of planning, coordinating, implementing, and evaluating community events, festivals, cultural arts programs, and public gatherings.
• Event logistics, including site planning, crowd management, traffic control, security coordination, permitting, vendor management, and event operations.
• Marketing, public relations, sponsorship development, and community outreach strategies.
• Budget development, financial tracking, cost recovery methods, and revenue generation through sponsorships and partnerships.
• Contract administration and procurement practices related to event services, equipment rentals, entertainers, and vendors.
• Safety, health, sanitation, and risk management standards applicable to public events and recreational activities.
• Community organizations, businesses, agencies, and resources that support special events and community engagement.
• Modern office practices, procedures, and equipment, including event management software, recreation management systems, and computer applications.

Will possess the skills to:

• Establish and maintain effective working relationships with others and interact with the public.
• Prevent emergency situations from arising by recognizing and correcting dangerous situations.
• Enforce rules and regulate the conduct and activity of participants.
• Stimulate interest and enthusiasm among constituents.

• Planning, organizing, and managing multiple events and projects simultaneously.
• Building and maintaining effective relationships with sponsors, vendors, community organizations, volunteers, staff, and the public.
• Coordinating complex event logistics and resolving operational issues effectively.
• Preparing and administering budgets, contracts, reports, and other event-related documents.
• Developing marketing and promotional materials to increase participation and community awareness.
• Communicating effectively, both orally and in writing.

Will possess the a bility to:

• Coordinate and successfully execute events of varying size and complexity.
• Establish and maintain effective working relationships with City staff, elected officials, community groups, vendors, sponsors, volunteers, and the public.
• Analyze information, evaluate event outcomes, and recommend improvements.
• Exercise sound judgment and make effective decisions in a fast-paced environment.
• Interpret and apply policies, procedures, regulations, and safety standards.
• Manage multiple priorities, meet deadlines, and adapt to changing conditions.
• Lead, train, motivate, and supervise staff and volunteers.
• Work evenings, weekends, and holidays as required to support special events

MINIMUM REQUIREMENTS

Education, Training, and Experience:

• High School Diploma or GED equivalent AND
• Three (3) years of full-time progressively responsible experience planning, coordinating, and implementing special events, recreational programs, community activities or similar programs.

Licenses and Certifications:
All required licenses and certifications must be valid at the time of appointment and maintained throughout employment.

• Arizona Drivers License
• Level 1 Fingerprint Clearance Card
• First Aid/CPR Certification

Special Requirements:

• Residency in the United States and within 25 miles of the City of San Luis
• Ability to pass an extensive background check.

Desired/Preferred:

• Bilingual in Spanish.
• San Luis residency.

SUPPLEMENTAL INFORMATION

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands
While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to finger, handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is frequently required to lift up to 10 pounds unaided. Employees must be physically capable of operating City vehicles, for job-related purposes, safely. Specific vision abilities required for this job include close vision and the ability to adjust focus.

Mental Demands
While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied individuals.

Work Environment:
Work is performed in a variety of weather conditions with exposure to the outdoor elements. Vision is required to perform and monitor essential functions, and to complete data entry. There is need to stand, stoop, walk, and lift heavy objects (over 100 pounds) during the course of the workday. Requires the use of a vehicle on City business. Individuals must be physically capable of operating the vehicles safely.

APPLICATION PROCESS:

To be considered, online applications MUST include all required documents listed under the Minimum Requirements section of the Job Posting. All documents should be uploaded as attachments .

Please note:

• The online application must be completed in full.
• Resumes will not be accepted in lieu of a completed application.
• Incomplete applications will not be considered.

The City of San Luis offers the following benefits to all full-time City employees:

MEDICAL/ DENTAL/ VISION INSURANCE - The City of San Luis is proud to provide medical, dental and vision insurance for it's employees which is administered by Personify. Dependent premiums are paid one month in advance and are pre-taxed. Additional information regarding medical, dental and vision benefits may be requested from the Human Resources Department.

ARIZONA STATE RETIREMENT SYSTEM (ASRS) - City employees are required to enroll in the Arizona State Retirement System.

• Employee Contribution - 11.86%
• Employer Contribution - 11.86%

ARIZONA STATE RETIREMENT SYSTEM (ASRS) - LONG TERM DISABILITY (LTD)

• Employee Contribution - .014%
• Employer Contribution - .014%

SOCIAL SECURITY AND MEDICARE-

1. Less than 6 years - 3.08 hrs.
2. 6 - 11 years - 4.62 hrs.
3. 11 years or more - 6.16 hrs.

Sick Leave - 3.69 hrs.

LIFE INSURANCE - The City provides eligible employees with a Life Insurance and Accidental Death and Dismemberment (AD&D) benefit. This plan is administered by Standard.

Basic Life Benefit - $50,000.00
AD&D Benefit - $50,000.00

DISABILITY INSURANCE - Disability insurance is available to all employees who work 30 or more hours per week.

Short-Term Disability - Coverage begins on the 15th day of injury or sickness.
Duration of Benefits - 180 days
Benefits Percentage- 66.67%
Waiting Period - 14 days
Maximum Weekly Benefit: $2,000.00

WORKER'S COMP - Insurance coverage for medical expenses and loss of income due to an on-the-job injury is provided by the City of San Luis for all employees.