Special Events Aide

GENERAL PURPOSE

Performs a variety of routine administrative support duties assisting to expedite day-to-day planning, organizing, and producing special events and community leisure programs.
SUPERVISION RECEIVED

Works under the general direction of the Special Events Coordinator or Special Events Manager.

SUPERVISION EXERCISED

None.

essential functions

Performs basic organizing and locating of various needed event resources; participates in staff discussions to anticipate and prepare for various event contingencies; assists to conduct community and regional canvasing efforts to solicit event sponsors and donations; maintains event records.

Assists in the development of sponsor and donor packages to stimulate interest and create ongoing relationships with the sponsor community; assists with processes to engage sponsors and to ensure sponsors realize expected advertising, exposure and recognition and maintains mutually beneficial relationships.

Assists with logistical processes to facilitate timely organization and preparations for recurring annual events, i.e., Pony Express Days, Halloween Town, Christmas Village, Summer Bash, Movie Series, etc.; assists in the creating of signage, registrations, updating website, purchase orders, manages cash receipting, produces mapping, secures facilities; assists with the preparation of registration materials, advertising campaigns, and other promotional efforts; organizes volunteers, etc.

Monitors compliance with event processes required of organizations seeking use of city facilities and senior center; coordinates with city departments to ensure usability of rented property and facilities.

Performs related duties as required.

MINIMUM QUALIFICATIONS

1. Education and Experience:

1. Graduation from high school;

AND

1. One (1) year of experience performing above or similar duties;

Or

1. An equivalent combination of education and experience;

1. Knowledge, Skills, and Abilities:

Some knowledge various software applications, i.e., Windows, PowerPoint, Word, and Excel, etc.; graphic design methods and practices related to advertising, design, layout and copywriting; general office maintenance and practices; interpersonal communication skills; public relations; the policies and procedures of the city; pertinent federal, state and local laws, codes and regulations.

Some skill in; use of office equipment, i.e., personal computer, phone, fax, adding machine, copy machine, scanner, digital camera, etc.; math skills, English and grammar skills; the use of audio-visual equipment.

• Ability to operate personal computer in utilizing various programs to produce or compose marketing materials, formal documents, proposals, reports and records; communicate effectively verbally and in writing; develop effective working relationships with supervisors, fellow employees, and the public; exercise initiative and independent judgment and to act resourcefully under varying conditions.

1. Special Qualifications:

Must possess a valid state of Utah driver's license. May be asked to drive the Seniors bus.

1. Work Environment:

Incumbent of the position performs in a typical office setting with appropriate climate controls, as well as outdoors during events. Tasks require a variety of physical activities including walking, standing, stooping, sitting, and reaching. Heavy lifting (50+ pounds) is a recurring need. Hand-eye coordination is necessary to operate computers, audio visual equipment and various pieces of office and event-related equipment. Mental application utilizes memory for details, listening, patience, verbal instructions, complex thinking and some creative problem solving.