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Volunteer and Events Supervisor - City of Kenmore ( Job # 17-0001)
Minimum Salary: $4,155.00 per month
Maximum Salary: $5,733.00 per month
Employment Type: Full Time
Open until filled.. Applications first reviewed on: Wednesday, February 22, 2017
(Open to current employees and the general public.)
The City is seeking an exceptional Volunteer and Events Supervisor to plan, implement and oversee City sponsored special events and plan, implement, facilitate, and promote City sponsored programs and special events in the Town Square and Hangar building. The Volunteer and Events Supervisor will also develop and execute volunteer program activities which include the supervision of parks, events, and administrative volunteers. Because of the small number of City employees, each staff member is expected to perform a wide range of office and field duties as may be required from time to time.
This position is open until filled. First review of applications will be February 22, 2017.
Essential Duties and Responsibilities
Town Square and Hangar Building Programming
Plans, oversees, directs, manages and promotes City sponsored programs and special events such as summer Movies at the Square and #WhyILoveKenmore Summer Party. Develops appropriate budget, service contracts and operational needs.
Advertises and promotes the space to the community. Reaches out to various nonprofits, music and dance instructors, schools, clubs, and other groups to encourage use of the space. Develops appropriate contracts and agreements needed for use of the space.
Maintains and posts the reservation schedule.
Coordinates set up and take down for activities and events.
Tracks and reports usage and other performance indicators.
Coordinates with other departments as necessary in the planning and execution of events and programs.
Responds to programming or event related questions or requests for information via phone, email or in person.
Plans, oversees, manages, promotes, and implements City-sponsored events. Develops appropriate budget and operational needs.
Facilitates the City’s involvement in privately-sponsored events.
Maintains positive relationship with key city departments involved in the execution of events. Coordinates with and advises departments, as requested or as necessary, on events that are managed by and specific to a particular department.
Researches and provides input to enhance the aesthetics, activities and programs with the goal of providing event attendees with an improved experience.
Handles event related questions from vendors, citizens, visitors, and fellow employees in a courteous and efficient manner whether by phone, email or in-person.
Maintains accurate databases and backup files for events. Documents all process and timelines relative to assigned event. Maintains events calendar and prepares related documentation as required.
Develops sponsorship materials. Recruits sponsors and serves as point of contact.
Manages the City’s parks, events, and administrative volunteers
Generates ideas for volunteer opportunities and volunteer projects. Develops these ideas into specific programs, projects, and events.
Works closely with staff to develop volunteer positions and overall program goals and objectives that meet the needs of the organization.
Develops volunteer position descriptions and requirements in cooperation with key departmental staff. Recruits, interviews, screens volunteers and matches applicant with program and staff needs. Supervises volunteers, assigns, and evaluates work.
Coordinates and conducts training for volunteers. Ensures compliance with all insurance and other regulations. Prepares orientation packets for volunteers and conducts orientation.
Develops and implements a recognition plan for volunteers and coordinates recognition events.
Develops and implements a recruitment plan for volunteers. Identifies job duties, coordinates with key staff, and establishes a timetable for recruitment activities.
Prepares and distributes communication and outreach materials for the volunteer program. Speaks at community meetings and other groups about the volunteer program.
Attends volunteer events and participates in volunteer projects.
Provides report(s) to City Manager and City Council on relevant programs.
Ensures reliable and timely attendance.
Performs other duties as assigned that support the overall objective of the position.
Knowledge and Skills
Requires knowledge of and skill in organizing, planning, and overseeing volunteer and special event programs. Requires knowledge of office practices, procedures and equipment, including filing systems, and letter and report writing. Requires a working knowledge of municipal services organization/structure and processes. Requires a working knowledge of personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, design, website content or other special applications used by the City. Requires sufficient math skills to perform financial record keeping. Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence. Requires well-developed human relation skills to work productively and cooperatively with diverse teams and exercise patience when dealing with internal and external customers.
Requires the ability to independently perform all of the duties of the position. Requires the ability to work irregular hours and schedules including evenings, weekends and holidays for the purpose of attending meetings, conducting meetings and scheduled events. Requires the ability to physically participate in the set up and tear down of events. Requires the ability to develop and manage a budget; recruit, select, and supervise volunteers; and interpret and apply policies and procedures to ambiguous situations. Requires the ability to use sound judgment when making decisions, interpretations, and in communications with others; Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to communicate with staff, customers, and the public using patience and courtesy, and in a manner that reflects positively on the City. Requires the ability to work as contributing member of a team, work productively and cooperatively with other teams and external customers, and convey a positive image of the City and its services.
Requires the ability to function primarily indoors in an office environment although attendance at outdoor volunteer and community events will be part of the job. Requires sufficient ambulatory ability to move about the office and to off-site locations. Requires auditory ability to carry on audience, ordinary, and telephonic conversation. Requires near and far visual acuity to read detailed maps, drawings, other printed material, computer screens, and observe physical layouts. Requires manual and finger dexterity to write and to operate computers and other office equipment. Requires the ability to alternatively sit and stand for sustained periods of time. Requires the ability to occasionally lift objects weighing approximately 30 pounds. Requires driving ability in order to transport oneself in and around Kenmore and King County.
Education and Experience
The position typically requires a Bachelor’s degree and three years of experience in event planning, programming, volunteer management, project management, or an equivalent combination of education and experience.
Licenses and Certificates
Requires a valid driver’s license.
Work is performed indoors and outdoors where some safety considerations exist from physical labor and handling of medium weight, yet, awkward materials. Weekend and evening work is occasionally required. Meeting attendance may be required outside normal business hours.
This job/class description, describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, work steps, and skills required of the job.
Candidates are encouraged to apply as soon as possible. While final selection will not occur until after closing, screening may commence prior to the closing date.
City of Kenmore
18120 68th Ave NE
Kenmore, WA 98028