P&R Special Events Coordinator Print (https://www.governmentjobs.com/careers/charlottesville/jobs/newprint/5018883) Apply  P&R Special Events Coordinator Salary $22.10 - $26.62 Hourly Location Charlottesville, VA Job Type Regular Part-Time Job Number 250300019-1 Department Parks and Recreation Division Youth Programs Opening Date 07/24/2025 Closing Date Continuous Bargaining Unit N/A + Description + Benefits + Questions General Summary The Parks and Recreation Special Event Coordinator performs responsible work in the planning, coordination, and implementation of Parks & Recreation organized community special events and related outreach. Work is performed under the general direction of and reports to the Recreation Programming Division Manager. The preferred hiring amount for this position is between $22.10 - $26.62 an hour. This is a Part-Time 30 hour per week, non-exempt, position which provides pro-rated benefits including 13 paid holidays, paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, City's retirement options, gym membership reimbursement, and continuing education/training opportunities. Starting offer is based on applicable education, experience, and internal equity. + For a general summary of benefits offered by the City, please click the 'benefits' tab on this posting, or visit https://www.charlottesville.gov/1047/Employee-Benefits. + The City of Charlottesville manages its own retirement system and does not participate in VRS; however, the City has a Portability Agreement with VRS and there are certain provisions that must be met. If questions pertaining to the Portability Agreement, please contact the City's Benefits Administrator at 434-970-3462. Note: This job opportunity is advertised with a closing date of "Continuous." If interested in being considered, an application should be submitted as soon as possible. Applications may no longer be considered once a reasonable number of applications has been received or once a candidate to fill the position is identified. Applications may be evaluated on a continuous basis and interviews may be conducted as soon as possible during the recruitment. This job announcement may close at any time after 7 calendar days. Essential Responsibilities and Duties To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time. + Plans, coordinates, implements, promotes, oversees, and evaluates a variety of community special events held by the Parks & Recreation Department that reach a wide range of audiences; which may include but not limited to events such as Sounds of Summer, Sunday Sundown, Downtown Safe Halloween, Easter Eggstravaganza, and/or others. + Provides regular facility and park pop-up events designed to provide interaction between participants and community members with P&R staff and create increased awareness of Parks and Recreation services. Recommends potential community engagement events to supervisor. + Works with the P&R Marketing Coordinator for event outreach, marketing material, media content, and advertising to ensure appropriate promotion of events. + Attends local, community-based events to promote and educate the public about Parks & Recreation events, programs, and opportunities. + Works with other city staff to ensure facility and/or park space availability and to coordinate personnel resources. + Instructs personnel in appropriate event standards, operations, and communication methods. Participates in and coordinates the set-up and take down of event equipment and features. + Ensures that all policies, regulations, services, health, and safety factor procedures of the organization are followed. + Directs temporary/seasonal employees, volunteers, interns and/or other staff during events. May supervise and evaluate temporary/seasonal staff. + Resolves event schedule conflicts and issues. + Tracks and assesses performance measures of events, event participation, and issues; recommends changes to supervisor. + Orders and/or requests necessary equipment, supplies, and other resources; maintains and tracks events budget; prepares reports on events, outreach, materials, and supplies. + Operates a vehicle to transport equipment, supplies, and other event items. + Responds to and communicates with participants, co-workers, and the public effectively, professionally, courteously, and thoroughly, including in the handling of complaints and concerns. + Develops and maintains contacts with various community groups, schools, vendors, and other organizations. + May represent the department in written or on-screen interviews to promote events. + May be required to work weekends, nights, early mornings, and/or holidays; or as needed to provide necessary services to the public. + Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time. + Regular and reliable attendance. Other Duties + Performs additional duties to support operational requirements as apparent or assigned. Education, Experience and Skills Education and Experience: Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education. + Associate Degree or higher in recreation, event management, or related field AND 6 months of experience in recreation, event planning, or similarly related area. OR + High School Diploma or GED AND 2 years of experience in recreation, event planning, or similarly related area. OR + 4 years of experience in recreation, event planning, or similarly related area. OR + An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above. Certifications/Licenses/Other Requirements: + Must obtain and maintain a valid Virginia driver’s license and acceptable driving record according to city criteria ( To view our driving eligibility requirements, visit https://www.charlottesville.gov/faq.aspx?qid=166 ). + Must be able to work flexible schedule outside of normal schedule, including early mornings, nights, weeknights, weekends and holidays. + Required to successfully pass a pre-employment background check and pre-employment drug screen. Knowledge, Skills, Abilities and Other Characteristics: Job Knowledge: + Knowledge of community recreation activities; and of the planning, organizing, implementing, directing, and best practices of managing public events. + Knowledge of applicable local, State, and Federal policies, procedures, regulations. + Knowledge of effective customer service methods and procedures. + Working knowledge of applicable safety procedures. + Working knowledge of fiscal record keeping, budgeting, and procurement. Reading: + Intermediate: ability to read and understand written materials such as newspapers, magazines, journals, multi-step instruction manuals, and reference materials. Writing: + Intermediate: ability to organize data and write clear and concise reports, prepare materials such as business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Ability to prepare financial, administrative, and operational reports. Math: + Basic: Ability to perform the four basic arithmetic operations of addition, subtraction, multiplication, division. Communication Skills: + Intermediate: Establishes and maintains effective positive communication and working relationships with co-workers, participants, managers, the media, and the general public. Provides and explains information on current policies and procedures. Contacts may involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas. Independence and Decision-Making: + Requires General Direction: normally performs the job by following general instructions or established standard operating procedures and/or policies. There is some discretion when making decisions among a few easily identifiable choices of the appropriate procedure or policy to apply to duties. Performance is reviewed frequently. Technical Skills: + Basic: uses standard technical skills appropriate to the assigned and apparent job responsibilities. Skill in operating a computer to develop reports and track program accounts, including Microsoft Office applications and departmental software. Fiscal Responsibilities: + Forecasts supply/equipment needs, prepares purchase requisitions and/or makes purchases within limits authorized by supervisor. Maintains records, monitors and tracks applicable expenditures. Supervisory Responsibilities: + Directs temporary/seasonal employees, volunteers, interns and/or other staff during events. May supervise and evaluate temporary/seasonal staff. Other Characteristics: + Organization and time management skills; sometimes under strict time constraints. + Excellent customer service skills. + Works closely with others as part of a team. + Change of tasks and interruptions/requests for service. + Performs multiple tasks simultaneously. + Must be able to work flexible schedule outside of normal schedule, including early mornings, nights, weeknights, weekends and holidays. + May require dealing with angry, frustrated and/or upset individuals. Physical Conditions & Additional Information Physical Demands: + Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 25 pounds of force frequently, and/or up to 10 pounds of force constantly to lift, carry, push, pull or otherwise move objects. + Requires moving around indoor or outdoor facilities, parks, athletic fields, and/or uneven terrain. + Must be able to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations. + Ability to observe details at close range (within a few feet of the observer). Machines, Tools, Equipment, Software and Hardware: + Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned. Work Environment: + Work is performed in an office environment where there may be exposure to computer screen for extended periods of time, monitor glare, and dust. + Work is also performed in a recreation facility or outside park/recreation site, where there may be exposure to outdoor weather conditions and temperatures, extreme brightness/darkness, vibration, moving mechanical parts, chemicals/hazardous waste, blood-borne pathogens, acidic or harsh substances, electrical hazards, fumes/airborne particles, and fuels. + The noise level is usually moderate. The City of Charlottesville is an Equal Opportunity Employer and supports workforce diversity at all levels of the organization. The City prohibits discrimination on the basis of race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by federal, state or local laws. The City is dedicated to this with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs, and general treatment during employment. Requests for reasonable accommodation by individuals with disabilities may be requested by contacting Human Resources at (434) 970-3490 or hr@charlottesville.gov. The City of Charlottesville conducts job related background checks, reference checks, and pre-employment drug tests, in accordance with federal, state, and local law, of applicants who reach the final stages of the employment selection process. The City’s policy has not changed because of the decriminalization of marijuana in the Commonwealth of Virginia. Marijuana remains an illegal drug under federal law, and it continues to be a violation of the US Department of Transportation regulations and the City’s policy prohibiting employees from testing positive for marijuana. SUMMARY OF EMPLOYEE BENEFITS Updated July 1, 2022 Benefits cited represent those for regular 40-hour employees and may differ for Management Level, Part-Time, and/or Library positions. Long-term temporary employees are eligible for all benefits except retirement. Interns, temporary, seasonal, substitute, and relief employees are not eligible for benefits. 1. LEAVE: + Vacation: + 3.09 hours accrued biweekly -- 0 - <3 years + 3.85 hours accrued biweekly -- 3 - <5 years + 4.62 hours accrued biweekly -- 5 - <10 years + 5.40 hours accrued biweekly -- 10 - <15 years + 6.16 hours accrued biweekly -- 15 - <20 years + 6.93 hours accrued biweekly -- 20 - <25 years + 7.70 hours accrued biweekly -- 25+ years + Sick: + 4.62 hours per biweekly pay period, approximately 120 hours a years, no limit on accumulation + Holidays: + 14 paid holidays per calendar year (13 observed and 1 floating) 2. INSURANCE: + Aetna Medical – + Choose from three options with different premiums and levels of coverage and coverage is effective on the first of the month following date of hire: + HMO: $0 premium for employee only coverage + POS 1: Employee-only premium of $36.28 per biweekly pay + POS 2: Employee-only premium of $13.02 per biweekly pay + (Dependent coverage is available but the cost of the premium is not subsidized.) + Prescription Card ($10 generic, $30 lower cost name brand, $55 higher cost name brand) + Mail Order Maintenance Prescription Drug Program ($20 generic, $60 lower cost name brand, $110 higher cost brand) + Dental (Delta Dental) + No cost for employee only coverage. Dependent coverage is available but the cost of the premium is not subsidized. + Diagnosis and Preventive -- 100% of allowable charge; Basic Dental Care - 80%; Major Dental Care - 50% + Primary -- $50 deductible, 80/20 + Prosthetic & Complex Restorative -- $50 deductible, 50/50 + $1,500 maximum annual benefit + $1,000 Orthodontic Benefit + MetLife Vision Plan: Optional + Employee only coverage: $2.50 bi-weekly; Dependent coverage also available at differing rates. + Eye health exam, dilatation, prescription and refraction of glasses covered after $10 co-pay; + $130 allowance for frames, after co-pay, plus additional discounts where accepted. + Life: + Two times annual salary (paid by the City) + Optional supplemental life available for employee, spouse, dependents (paid by employee) + AFLAC: Optional + Cancer/accident/short term disability/intensive care insurance (paid by employee) + Long Term Disability + Protection from income loss due to long-term illness or injury (paid by the City) 3. RETIREMENT: The City of Charlottesville manages its own retirement system and does not participate in VRS, however the City has a Portability Agreement with VRS. There are certain provisions that must be met and the portability request must be executed within 18 months of vesting in the City's Plan. + Pension: + Choose from two options: + A Defined Benefit Pension plan pays a monthly benefit in retirement using a defined formula based on the employee's earnings history, tenure of service, and age. Our plan has a 5 year vesting period and an employee contribution of 5% of salary. + A Defined Contribution 401a plan in which fixed contributions are paid into an individual's account by the employer, the contributions are invested, returns (positive or negative) are credited to the account, and the account balance is used to provide retirement benefits. The vesting schedule for our 401a plan is 33% after one year of service, 67% after two years of service, and 100% after three years of service. There is no required contribution from salary. (Note that: the Defined Contribution retirement plan is the only plan available for Library employees) + Supplemental: + Deferred Compensation (457) - employee contribution 4. OTHER BENEFITS: + Flexible Spending Accounts: + Health Care Expenses + Dependent Care Expenses + Parking/Mass Transit Expenses + Parking Subsidy of $50 per month + Wellness Programs: + Gym Reimbursement Program + Monthly On-Site Nurse and Annual Flu Shots + Health Screenings and Fairs, Education Sessions, & Weekly Fitness Classes + Weight Watchers at Work + Bike Commuter Program: + Reimbursement of up to $20 per month for reasonable bike commuting expenses + Employee Assistance Program: + A variety of confidential, personal professional services for you and your family available 24 hours a day. + Tuition Reimbursement Program: + Up to $1,500 for undergraduate OR Up to $3,000 for graduate level tuition per fiscal year per employee. 01 Please indicate your level of experience in recreation, event planning, or similarly related area: (Must be verifiable in reference to the Work History section on your online application. + No experience in recreation, event planning, or similarly related area. + At least 6 months of experience in recreation, event planning, or similarly related area. + At least 2 years of experience in recreation, event planning, or similarly related area. + At least 4 years of experience in recreation, event planning, or similarly related area. 02 Briefly describe your experience in recreation, event planning, or similarly related area. If no experience, please write 'none.' 03 Please indicate your highest level of education below: (Must be verifiable in reference to the Education History section on your online application.) + Associate Degree or higher in recreation, event management, or related field. + High School Diploma or GED. + None of the above. 04 This position requires driving to perform essential job duties and requires a valid driver's license. The candidate selected for this position must meet the driver eligibility requirements of the City and must provide a certified copy of their DMV driving record. Do you possess a valid driver's license and are you willing to provide a certified copy of your DMV driving record, if selected as a finalist, for the City to confirm your driving eligibility? + Yes; I possess a valid driver's license and am willing to provide a certified copy of my DMV driving record. + No; However, I am willing and able to obtain a valid driver's license and am willing to provide a certified copy of my DMV driving record. + No; I do not have a valid driver's license, nor am I willing or able to obtain one, and/or am not willing to provide a certified copy of my DMV driving record. 05 To be considered, qualifying education and experience, including City of Charlottesville employment, must be clearly documented in the education, work history, and additional information sections of the employment application. Resumes can be attached but should not be used as a substitute for the required information on the application. I understand that an attached resume may not be accepted in place of a completed employment application and that my qualifications should be stated on the employment application itself. + Yes + No 06 I certify that the information above is true and correct, and I certify that it can be verified with reference to the information in my basic application. I understand that my application may be rejected if the responses to supplemental questions do not match my basic application. + Yes + No Required Question Employer City of Charlottesville Address P. O. Box 911 605 East Main Street Charlottesville, Virginia, 22902 Phone (434) 970-3490 Website http://www.charlottesville.gov/jobs