Special Events Program Coordinator

|Parks & Recreation Department

Salary Range: $39,951 - $43,244. Employee Benefits: 401(a) and 457(b) Retirement Plans,Tuition Reimbursement,Referral Bonus, Wellness Benefits Suite, Paid Holiday, Vacation, and Sick Leaves

The City of Lake Alfred is seeking an organized and dynamic **Special Events & Program Coordinator** to manage and oversee facility bookings, client contracts, event coordination, and programming for the Parks & Recreation Department. The coordinator will play a crucial role in ensuring successful city-run events, community programs, and athletic activities. This role involves a mix of client-facing responsibilities, event management, and administrative duties with an independent scope of work.

Key Responsibilities:

• Assist in preparing and coordinating the summer camp program in collaboration with the Library staff
• Oversee City-run events, including Bluegrass Festival, Car Show, Back to School, Fire Open House, Christmas Parade, Employee Holiday Parties, and more
• Manage facility bookings, contracts, client billing, and serve as a client liaison
• Coordinate with city departments for event permits, such as food trucks and special events
• Issue set-up and service requests for events and ensure coordination with park staff and relevant departments
• Conduct facility tours and respond to booking inquiries from clients
• Prepare presentations, distribute marketing materials, and monitor event planning activities
• Ensure all required event-related documents (contracts, deposits, insurance, etc.) are submitted on time
• Work with clients to understand event needs and provide details on the facilities' capabilities, policies, and fees
• Handle customer service complaints and vendor coordination for events
• Assist in athletic program coordination and run field trips or other park-related programs
• Serve as the event duty manager and work flexible hours, including nights, weekends, and holidays
  
  

Qualifications:

• A high school diploma or equivalent is required; an associate’s degree in marketing, business administration, public administration, sports administration, or a related field is preferred
• Two (2) years of experience in event coordination or client service, ideally in a comparable setting
• Equivalent combinations of education, training, and experience will be considered
  
  

Special Requirements:

• Must possess a valid driver’s license and maintain a valid telephone number
• Experience with government operations is preferred
  
  

Knowledge, Skills, and Abilities:

• Knowledge of event scheduling, contract negotiation, and client requirements
• Familiarity with convention sales, public relations, and event coordination principles
• Ability to plan, organize, schedule, and supervise event activities
• Proficiency in using personal computers; knowledge of CAD Lite and USI management systems is helpful
• Excellent communication skills, both oral and written
• Strong relationship-building skills to maintain effective working relationships with clients, coworkers, and supervisors
• Ability to budget event specifics related to staffing and logistics
  
  

Licenses, Certification, or Registration:

• Must have or be willing to obtain CPR/First-Aid Certification
  
  

Physical Requirements and Work Environment:

• Sedentary work with some standing and walking
• Ability to lift up to 25 pounds regularly
• Routine keyboard operations
• Occasional outdoor work in high heat and varying weather conditions during events
  
  

Why Join Us?

The City of Lake Alfred offers a collaborative and supportive work environment with opportunities to engage with the community and contribute to meaningful public events. We are committed to equal employment opportunities and maintaining a drug-free workplace.

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