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Event Services Supervisor

Company: Government jobs
Location: Carson
Posted on: January 16, 2023

Job Description:

THE POSITION

JOB SUMMARY:
Under limited direction, an Event Services Supervisor plans, directs, and coordinates a major section of the Carson Community Center operations; provides information and services to facility users; promotes the Community Center and evaluates revenue generation business, reviews and approves contracts, checks facilities and equipment for proper operation and readiness; and supervises assigned personnel.

DISTINGUISHING CHARACTERISTICS
This classification is populated with multiple incumbents who have the responsibility for the coordination of significant portions of the management of the Carson Community Center and supervise a major section of the Carson Event Center of the Community Services Department. The classification is distinguished from the Community Center Manager in that the latter classification has responsibility for total management of the Community Center. It is distinguished from lower-level classifications by the level of responsibility, extent of direct and indirect supervision involved, and responsibility for supervision and management of a major functional area.

SUPERVISION RECEIVED AND EXERCISED:
Limited direction is provided by the Community Center Program Manager. Responsibilities include the direct and indirect supervision of event, operation, clerical and maintenance personnel.

ESSENTIAL DUTIES

ESSENTIAL DUTIES AND RESPONSIBILITIES:
(These functions are representative and may not be present in all positions of the class. Management reserves the right to add, modify, change or rescind related duties and work assignments).

  • Plans, directs and prioritizes the work of a major section of the management of the Carson Community Center; coordinates event planning and implementation and outside services needs with catering, security and all other service providers, as well as with City departments and facility lessees to assure effective, efficient, and economical event operations.
  • Meets with facility users and prospective users to determine and meet needs; conducts site inspections for facility users and meeting planners; provides information regarding facility capabilities, services and associated costs.
  • Reviews and approves all contracts to ensure accuracy of space and rental charges; checks facilities and equipment to insure proper operation and readiness to meet client needs, and to maintain energy conservation procedures, prepares a variety of reports, correspondence, contracts, and studies related to events and facility use.
  • Oversees the development and implementation of marketing and sales strategies to generate leads and support future prospecting for Community Center event services.
  • Supervises and trains assigned personnel to meet the needs of the client and ensure the efficient operation of Community Center events; provides technical direction to staff, City, or contract personnel in the planning, development, and implementation of facility modification to ensure high-quality customer service to clients.
  • Develops, implements and monitors employee work schedules and assignments, Approves and monitors overtime and leave requests. Prepares employee performance evaluations, interprets and applies City policies and procedures and Memorandum of Understanding (MOU) provisions. Ensures goals, objectives and work standards are achieved.
  • Assists the Community Center Manager in establishing and evaluating revenue control mechanisms for Community Center meeting and special event booking.
  • Makes policy and procedure recommendations in support of the goals of the Community Center event services management.
  • Coordinates with Community Center Event Coordinators and facilities operation staff regarding room set-ups and staffing levels for events.
  • Recommends, implements and monitors preventive maintenance and repair schedules and quality control procedures within assigned area of assignment. Allocates resources pursuant to established schedules and priorities.
  • Serves on the primary response team in case of emergency or disaster in a position assigned by the City Emergency Plan.
  • Performs other related duties, as required. QUALIFICATIONS

    MINIMUM QUALIFICATIONS:

    Knowledge of:
  • Principles and practices of event management.
  • Principles and procedures for event lay-out and floor space planning.
  • Principles and procedures of event scheduling.
  • Principles of administration, personnel management, budgeting, marketing, sales and promotion.
  • Public safety, emergency principles, health and fire codes, and related federal, state and municipal laws and regulations governing public assembly facilities.
  • Effective customer service techniques.
  • Multi-purpose facility operation and maintenance.Ability to:
    • Select, train, supervise, and evaluate subordinates and/or contract labor.
    • Establish and maintain effective relationships with those contacted in the course of work.
    • Work under time pressure.
    • Develop work procedures and project priorities in a manner to avoid interferences with on-going events.
    • Anticipate service needs for individual events.
    • Develop a marketing strategy to achieve a financial goal.
    • Communicate effectively, both orally and in writing.
    • Effectively use a Window-based computer system, using Word, Excel, Event Booking software and Diagram Set Up software.Skill in:
      • Using a personal computer and applicable software applications.
      • Working effectively with persons from diverse social, cultural and economic backgrounds.
      • Multi-tasking.
      • Contract negotiations.
      • Staff supervision.
      • Prioritizing in an event driven atmosphere.
        EDUCATION AND/OR EXPERIENCE:
        Graduation from an accredited college or university with a Bachelor's degree in public or business administration, recreation administration, communications, marketing or related field.

        Four years of recent, paid increasingly responsible work experience in the preparation for and marketing and coordinating events including the supervision of personnel or in supervising, planning and scheduling the maintenance and operations of a large multi-functional facility. Experiencing coordinating events in a public or private community-oriented assembly facility is desirable.

        LICENSE:
        Possession of a valid California Class C driver's license. Employees in the classification will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.

        WORKING CONDITIONS

        WORKING CONDITIONS:
        Employee accommodations for physical disabilities will be considered on a case-by-case basis.
        Positions in this class normally:
        • The work is regularly performed in a fast-paced work environment with many interruptions from telephones, employees and the public.
        • Physical demands include walking, standing, kneeling, bending, reaching and grasping.
        • Frequently responds to inquiries and complaints from clients, patrons and staff.
        • Strict deadlines must be met when preparing for events.
        • May be required to drive City and/or personal vehicle during the course of employment.
        • May be required to visit off-site locations to attend meetings.
        • Requires the ability to work a flexible schedule including late nights, early mornings, long days, weekends and holidays.ECRUITMENT PROCESS:

          Applications will be screened and evaluated for relevant training and experience. Applications must be complete, and include any and all required documents. Only those applicants determined to be among the most qualified may be invited to participate in the examination process which will consist of the following sections:
          • Supplemental Questionnaire, no weight
          • Oral Exam, 100% weightThe Human Resources Department reserves the right to adjust, modify, delete and/or change the above exam types and/or weights.

            Supplemental questionnaires are used to evaluate applicant's indicated abilities with the ideal candidate profile. Applicants must achieve a cut-off score of 70% or above on oral examination to be placed on the eligibility list. Passing any/all of the examination sections does not guarantee an invitation to the selection interview. The Human Resources Department reserves the right to invite those amongst the highest scoring to the next phase of the recruitment.

            Revisions to a testing component during a recruitment process can be made at the discretion of the Human Resources Department. Applicants will be notified by email if a revision is made. An eligibility list will be established in accordance with the City's Personnel Rules, Rule VI, Employment List Procedures.

            OTHER INFORMATION:

            The City of Carson is an Equal Opportunity Employer. Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call Human Resources for assistance at (310) 952-1736.

            APPOINTMENT:

            Any offer of employment, or acceptance of an employment offer, is contingent upon passing live scan, background check and other tests. All new employees are required to take a loyalty oath.

            The provisions of this bulletin do not constitute an expressed or implied contract. Any provisions contained herein may be modified or revoked without notice. All statements made on the job application are subject to investigation and/or verification. Inaccurate and/or false statements will be cause for disqualification, removal from the eligibility list or discharge from employment.

            City of Carson
            SUMMARY OF EMPLOYEE BENEFITS
            Carson Professional Supervisors Association (CPSA)

            CalPERS Retirement Formula
            --- 2%@55 Formula - Classic Members hired on or after May 6, 2011
            --- 2%@62 Formula - New Members hired on or after January 1, 2013

            Other
            --- Employees pay the full Employee Member Contribution on a pre-tax basis
            --- 1959 Survivors Program - Level 4

            Medical Insurance
            --- The City contracts with CalPERS for medical benefits, which offers employees a choice of various HMO's and PPO's.
            --- The monthly medical allowance is $1,594.00, paid by the City, toward the premium for employee and eligible dependents. - a cafeteria cap of $155, per month, will be placed on any remaining premium monies.
            --- Employees are required to contribute to their medical insurance premiums as follows:

            $100.00 per month - employee only

            $150.00 per month - employee + one dependent

            $200.00 per month - for family plan
            --- Employees may elect to discontinue or not enroll in the health insurance program upon proof of equal coverage. These employees shall receive 75% of lowest 2-party premium to be deposited into the employee's City-sponsored deferred compensation account.

            Dental Insurance
            --- A City paid dental plan is available.
            --- Employees may elect to discontinue or not enroll in the dental insurance program. These employees shall receive 65% of the premium to be deposited into the employee's City-sponsored deferred compensation account.

            Vision Insurance
            --- Employees may purchase vision care through payroll deduction from wages and/or with any remaining cafeteria money.

            Life Insurance
            --- $100,000 Basic Group Term Life Insurance premium paid by the City
            --- Optional Group Term Life Insurance and Dependent Life Insurance offered which employee may purchase through payroll deduction from wages and/or any remaining cafeteria money.
            --- Long Term Care (optional), employees may purchase Long Term Care through payroll deduction from wages and/or with any remaining cafeteria monies.

            Deferred Compensation
            --- Deferred Compensation Plan available, employee participation is optional.
            --- Deferred Compensation City match per calendar year as follows: One thousand, five hundred dollars ($1500) for Supervisors Association Unit Members. One thousand dollars ($1000) for Professionals Association Unit Members.

            Short Term Disability/Long Term Disability
            --- City Paid premium.

            Vacation Leave
            Monthly Accruals Upon
            10 hours Appointment
            11.33 hours Commencement of 6th year
            13.33 hours Commencement of 11th year
            100% paid at separation
            500 maximum accrual hours

            Sick Leave
            --- 10 hours accrued per month
            --- 1/2 of value of sick leave balance paid at 2 to 1
            --- 750maximum accrual hours

            Holiday Leave
            --- 13 paid holidays per calendar year.

            Administrative Leave
            --- Exempt employees accrue 10 hours per month with a max accrual of 160 hours.

            01 1.The following supplemental questions will be used to assist us in screening your application. You are required to answer each of the following questions truthfully and completely. This questionnaire will be used to determine if you meet the minimum qualifications for this job. Your responses to this questionnaire may also be used to evaluate your qualifications beyond the minimum requirements, as part of the application screening process. As such, please take the time necessary to answer the questions thoroughly. Applications submitted without a completed supplemental questionnaire, or those that say see resume or application, may not be considered. It is imperative that your responses to the questionnaire provide a true and accurate reflection of your background. Additionally, your answers MUST be supported by the information you have entered in your general application. Responses which cannot be substantiated by information contained in your application will be deemed invalid. Falsification, exaggeration and misrepresentation will result in your disqualification. Your responses will be evaluated as submitted. Do you agree to answer the following questions truthfully and completely AND understand that falsification or overstatement of your qualifications is grounds for disqualification of your application?
            • Yes
            • No

              02 Please describe in detail your experience in a lead supervisory role.

              03 Please explain in detail your experience with coordinating event planning and implementation.

              04 Please describe your work experience in operating and coordinating events at a large facility?

              * Required Question

Keywords: Government jobs, Carson , Event Services Supervisor, Other , Carson, California

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