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HomeMy WebLinkAboutResolution 9350RESOLUTION NO. 9350 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION APPROVING JOB DESCRIPTIONS FOR THE EVENT MANAGER/PROGRAM COORDINATOR AND THE PROGRAM COORDINATOR WHEREAS, Council recommended approval of the City operating a Park and Recreation Department during their October 12, 2020 meeting; and WHEREAS, a job description has been created for the Event Manager/Program Coordinator position; and WHEREAS, a job description has been created for the Program Coordinator position; and WHEREAS, the Human Resources Committee has had an opportunity to review the job descriptions. NOW, THEREFORE, BE IT RESOLVED, that the Mounds View City Council Approves the Job Description for the Event Manager/Program Coordinator as shown in Exhibit A (attached) and the Job Description for the Program Coordinator as shown in Exhibit B (attached). Adopted this 23rd day of November, 2020. C-� Carol A. Mueller, M yor ATTEST: NyIe,, ikrrind, City Administrator (SEAL) Exhibit A CITY OF MOUNDS VIEW POSITION DESCRIPTION Position Title: Event Manager/Program Coordinator Department: Park and Recreation / Community Center Accountable to: Director of Public Works/Park and Recreation Status: Non -Exempt PRIMARY OBJECTIVE OF POSITON This position is responsible for booking events in the community center and park buildings. This position coordinates the activities and prepares for the occasion planned by working with customers and coordinating services through the venue. SUPERVISION RECEIVED Works under the general guidance and direction of the Park and Recreation Superintendent. SUPERVISION EXERCISED This position will provide leadership to part-time regular and seasonal Park and Recreation employees when assigned, and volunteers. ESSENTIAL DUTIES AND RESPONSIBILITIES Event Manager • Generate sales for the use of the community center facilities for events. • Meet and work closely with customers and staff to determine objectives and requirements for events. • Work with Park and Recreation Superintendent to establish and monitor budget and review administrative procedures. • Organize and manage details of events that may include but not be limited to banquets, birthday parties, weddings, conferences, retreats, meetings, seminars, trainings, etc. • Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that may arise. • Evaluate and select providers of services according to event requirements (i.e., linens, mats, etc.) • Inspect event facilities to ensure that they conform to customer requirements. • Provide work direction to staff responsible for event coordination activities including custodial and maintenance staff. • Work with Human Resources to hire staff for event services. • Train and coordinate part-time staff on proper event procedures. • Book event center, community center conference rooms, and park buildings. • Review event bills for accuracy and submit invoice to customer for payment. • Maintain record of event, including financial details. • Maintain records on digital filing system. • Promote and market the community center using flyers, social media, etc. • Coordinate with the Park and Recreation Superintendent and the Twin Cities Gateway (TCG) Marketing Manager for promoting the Community Center Event Center through the City of Mounds View listing on the TCG website. • Build and maintain strong relationships with neighboring communities. • Analyze event performance and report statistics to Park and Recreation Superintendent. • Maintain data on digital filing system. Event Manager - Program Coordinator November 23, 2020 Page 2 Program Coordinator • Assist with plans and implement recreation programs including after school programs, special events, youth programs including but not limited to basketball, baseball, t-ball, softball, soccer leagues, volleyball, ice skating programs, summer playgrounds, tennis, summer camps, sport skills classes, adult programs. • Assists Human Resources with recruitment and selection process. • Assists in training, directing and evaluating staff. • Assist the Park and Recreation Superintendent in overseeing and managing the Recreation registration software. • Assists the Park and Recreation Superintendent in preparing the operating budget for programs, and reviews the financial status of programs to ensure proper financial control. • Keeps the Park and Recreation Superintendent informed of any issues and concerns within the department. • Assists the Park and Recreation Superintendent in preparation of the seasonal program guide. • Prepares program flyers, press releases, and the bi-annual program guide for residents. • Assists in managing the City Web site specific to the Park and Recreation and Event Center site. • Assists with departmental filing, data entry and special projects. • Maintain data on digital filing system. MINIMUM QUALIFICATIONS • Minimum three (3) years of experience coordinating special events, fundraisers, or meetings. • Minimum two (2) years of lead experience. • Minimum one (1) year of sales/service experience with a proven history of initiative, creativity and motivation to surpass sales goals. • Experience working with people from diverse backgrounds. • CPR/First Aid Certification (or have within six (6) months of hire). • Valid Class D driver's license. DESIRABLE TRAINING AND EXPERIENCE • Associate's degree in event management or related field preferred. • Fluent in a second language (or multilingual). • Experience with recreation related software. NECESSARY KNOWLEDGE, SKILLS, AND ABILITIES • Strong project management and organizational skills. • Demonstrates a high level of attention to detail. • Strong verbal and written communication skills, including experience speaking to groups. • Ability to represent the City with a high level of professionalism. • Ability to perform and manage multiple tasks, often changing tasks on short notice. • Ability to work effectively under pressure and meet deadlines. • Ability to work evenings and weekends when necessary. • Ability to plan and coordinate the work of subordinates. • Ability to communicate ideas effectively in both oral and written formats. • Ability to prepare reports and maintain records. • Ability to establish and maintain effective working relationships with staff, supervisors, City officials, vendors, participants, and the public; ability to work as a team member. • Ability to work effectively with individuals from diverse backgrounds. Event Manager - Program Coordinator November 23, 2020 Page 3 JOB EXPECTATIONS Employee will be expected to work flexible hours. TOOLS AND EQUIPMENT USED Laserfiche and Microsoft Office Suite applications in a windows environment; copy machine; postage machine; and calculator. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This work regularly requires the exertion of up to 50 pounds of force; work regularly requires speaking or hearing and repetitive motions, frequently requires standing, walking, sitting and using hands to finger, handle or feel and occasionally requires climbing or balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines, operating motor vehicles or equipment and observing general surroundings and activities; work frequently requires exposure to outdoor weather conditions and occasionally requires exposure to blood -borne pathogens and may be required to wear specialized personal protective equipment. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate to noisy, dependent upon the number of people within the facility or the function within the community center. SELECTION GUIDELINES Formal application, resume and cover letter; rating of education/training and experience; oral interview; job related tests may be required; reference checks, criminal background check, hiring assessment and non -DOT drug screen. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. G Approval:/Xi Approval: f�/ Ny Zik und, City Administrator Carol A. Mueller, Ma or 2020/11/23 Exhibit B CITY OF MOUNDS VIEW POSITION DESCRIPTION Position Title: Program Coordinator Department: Park and Recreation / Community Center Accountable to: Director of Public Works/Park and Recreation Status: Non -Exempt PRIMARY OBJECTIVE OF POSITON This position performs intermediate technical work planning, organizing, and administering various youth and adult recreational programs. This position prepares and maintains appropriate records and related work as apparent or assigned. SUPERVISION RECEIVED Works under the general guidance and direction of the Park and Recreation Superintendent. SUPERVISION EXERCISED This position will provide leadership to part-time seasonal Park and Recreation employees when assigned, and volunteers. ESSENTIAL DUTIES AND RESPONSIBILITIES • Coordinates, plans and implements recreation programs including after school programs, special events, youth programs including but not limited to basketball, baseball, t-ball, softball, soccer leagues, volleyball, ice skating programs, summer playgrounds, tennis, summer camps, sport skills classes, adult programs. • Prepares information for instructors, class lists, emergency procedures and building use policies. • Assists Human Resources with recruitment and selection process. • Assists in training, directing and evaluating staff. • Responsible for notifying registrants of program changes or cancellations. • Recommends and develops recreation programs for future community needs. • Assists in reviewing and recommending fee structure for recreation programs based on instructor, material, facility, and cost recovery policies. • Continually evaluate all programs and activities to assure that they are achieving goals and objectives. • Assist the Park and Recreation Superintendent in overseeing and managing the Recreation registration software. • Assists the Park and Recreation Superintendent in preparing the operating budget for programs, and reviews the financial status of programs to ensure proper financial control. • Keeps the Park and Recreation Superintendent informed of any issues and concerns within the department. • Assists the Park and Recreation Superintendent in preparation of the seasonal program guide. • Prepares program flyers, press releases, and the bi-annual program guide for residents. • Assists with overseeing adult leagues, including marketing, scheduling games, coordinating games, and hiring officials, etc. • Build and maintain strong relationships with neighboring communities. • Assists with departmental filing, data entry and special projects. • Maintain data on digital filing system. Program Coordinator November 23, 2020 Page 2 MINIMUM QUALIFICATIONS • Minimum three (3) years of experience coordinating, planning and implementing youth and adult recreational programming. • Minimum two (2) years of coordinator experience. • Experience working with people from diverse backgrounds. • CPR/First Aid Certification (or have within six (6) months of hire). • Valid Class D driver's license. DESIRABLE TRAINING AND EXPERIENCE • Associate's degree in recreation administration or related field preferred. • Fluent in a second language (or multilingual). • Experience in grant writing. • Experience with recreation related software. NECESSARY KNOWLEDGE, SKILLS, AND ABILITIES • Thorough knowledge of recreation administration principles and practices. • Thorough knowledge of the equipment and techniques necessary to successfully conduct recreation programs. • Thorough knowledge of the methods involved in organizing, conducting, promoting and leading recreation activities. • Basic knowledge of first aid methods and necessary safety precautions to be used in recreation work. • Ability to plan, organize and implement a variety of recreation programs. • Ability to work evenings and weekends when necessary. • Ability to plan and coordinate the work of seasonal staff. • Ability to communicate ideas effectively in both oral and written formats. • Ability to prepare reports and maintain records. • Ability to establish and maintain effective working relationships with program participants, associates, and the general public. • Ability to work effectively with individuals from diverse backgrounds. JOB EXPECTATIONS Employee will be expected to work flexible hours. TOOLS AND EQUIPMENT USED Laserfiche and Microsoft Office Suite applications in a windows environment; copy machine; postage machine; and calculator. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This work regularly requires the exertion of up to 50 pounds of force; work regularly requires speaking or hearing and repetitive motions, frequently requires standing, walking, sitting and using hands to finger, handle or feel and occasionally requires climbing or balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines, Program Coordinator November 23, 2020 Page 3 operating motor vehicles or equipment and observing general surroundings and activities; work frequently requires exposure to outdoor weather conditions and occasionally requires exposure to blood -borne pathogens and may be required to wear specialized personal protective equipment. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate to noisy, dependent upon the number of people within the facility or the function within the community center. SELECTION GUIDELINES Formal application, resume and cover letter; rating of education/training and experience; oral interview; job related tests may be required; reference checks, criminal background check, hiring assessment and non -DOT drug screen. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Approval: .1/4, ` ` Approval: �� NyI4 Zik nd, City Administrator Carol A. Mueller, M yor 2020/11/23