The City of Elk Grove is now accepting applications for the position ofCOMMUNITY EVENTS SPECIALIST

 The City is seeking a dynamic individual with strong event abilities and customer engagement skills to fill the position of Community Events Specialist in the Public Affairs Division. The ideal candidate will display the ability to effectively organize, plan, support, market and produce events and projects, creating memorable experiences for residents and visitors. This position interfaces with vendors, contractors, other event producers and the public and requires strong communication and customer services skills. The selected candidate must possess strong organizational skills and the ability to manage several projects at once.

Tentative Recruitment Timeline (subject to change)

Filing Deadline:                        11:59 PM on April 16, 2025 

Oral Board Interviews:            May 1, 2025 (virtual)

Final Selection Interviews:     May 7, 2025 (in person)

The City offers a competitive salary and generous benefit package including CalPERS retirement benefits, a deferred compensation match and more. Why work for the City of Elk Grove? Proud Heritage. Bright Future.

Community Profile

Elk Grove is a vibrant, family-friendly community of approximately 178,124 people in the Sacramento, California region, located 14 miles south of the State Capital and 60 miles east of the Bay Area. Elk Grove is a young, ethnically diverse, modern city that was incorporated in 2000. Elk Grove has low crime, excellent schools, over 100 community parks and 28 miles of trails, plentiful dining and shopping options, numerous annual events and festivals, and over 270 sunny days per year.

DEFINITION

Under general supervision, assists in the planning, coordination, and facilitation of a variety of community, City-sponsored, and special events to market the City and engage the community; participates in the development and distribution of outreach material to promote City events; serves as a liaison between City staff, vendors, contractors, event attendees, partner agencies, and the community; conducts research and ensures event activities comply with all City and mandated safety regulations, policies, and protocols; provides technical support and assistance related to event planning and execution; and performs related duties as assigned. 

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned management or supervisory personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

This journey level classification is responsible for independently performing technical and specialized duties in support of City and community events and related activities. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Performs a variety of specialized, technical, and administrative duties in support of community, City-sponsored, and special events, including event planning, coordination, and facilitation. 

• Plans, organizes, and conducts events for a variety of audiences in the community; collaborates with City staff, partner agencies, vendors, community organizations, and the community to develop and implement events tailored to the community's interests and needs. 

• Assists in the coordination of event logistics, including venue selection, equipment rentals and delivery, equipment setup, and inventory. 

• Researches, requests, obtains, and reviews vendor quotes for event services and equipment; ensures compliance with City purchasing policies and procedures. 

• Serves as a liaison between the City, event attendees, vendors, and the community to ensure a positive experience for all participants and address any issues or concerns. 

• Assists with the review and selection process for event grant and sponsorship proposals. 

• Assists with the development of marketing and outreach materials related to City events, event grants, and permitting programs; conducts outreach to the community; provides information related to City events, services, and activities.

• Assists with soliciting vendors and sponsorships for annual City events; creates and coordinates tools and strategies to attract vendors and sponsors and secure necessary event revenue; receives and reviews applications, approves vendors/sponsors, and coordinates all payment, logistics, and marketing arrangements. 

• Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to events and projects in assigned area; checks and tabulates standard mathematical and statistical data; prepares and assembles reports, articles, announcements, and other informational and/or outreach materials.

• Develops and maintains relationships and communication with event guests, vendors, volunteers, and contractors. 

• Secures necessary permits, licenses, and insurance for each event. 

• Coordinates and integrates program and project services and activities with other City staff and outside agencies.

• Solicits feedback from event attendees and stakeholders to evaluate event success and identify areas in need of improvement. 

• Acts as a representative to the community, partner agencies, vendors, and other stakeholders regarding questions, problems, concerns, and activities related to City, community, and special events. 

• Attends and participates in partner and community events as a City representative; provides information to the community and event attendees related to the City programs, services, and activities. 

• Ensures compliance with health and safety regulations and City policies and procedures during event planning and execution. 

• Develops and implements file, index, tracking, and record-keeping systems; researches records within areas of assigned responsibility to prepare reports and provides follow-up information to inquiries.

• Observes and complies with City and mandated safety rules, regulations, and protocols.

• Performs related duties as assigned.

QUALIFICATIONS

Knowledge of:

• Methods and techniques for planning, coordinating, and implementing effective City-sponsored, community, andspecial events.

• Cityprograms, goals, policies, and procedures.

• Methods of preparing and processing various records, reports, forms, and other documents related to assigned areas of responsibility.

• Principles and practices of record keeping, data collection, and report preparation.

• Principles and practices of public presentations and materials preparation.

• Applicable federal, state, and local laws, codes, regulations, and ordinances, as well as industry standards and best practices relevant to the assigned area of responsibility.

• Techniques for effectivelyrepresentingtheCityin contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.

• Recent and on-going developments, current literature, and sources of information related to the operations of the assigned division.

• Methods and techniques of preparing technical and administrative reports, and general business correspondence.

• City and mandated safety rules, regulations, and protocols.

• Techniques for providinga high levelof customer service by effectively dealing with the public, vendors, contractors, and City staff.

• Diversity, equity, inclusion, and belonging concepts and principles, including their significance in organizational dynamics and the functioning of theCityand their impact on fostering innovation and collaboration.

• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

• Current equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Assistin planning, coordinating, andfacilitatingCity-sponsored, community, andspecial events.

• Collaborate with a variety of internal and external stakeholders.

• Prepare clear and concise correspondence, reports, and other written material.??

• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.

• Organize and prioritize a variety of projects and multiple tasks in an effective andtimelymanner.

• Evaluate the effectiveness and impact of community events.

• Establish andmaintaina variety of filing, recordkeeping, and tracking systems.

• Make basic arithmetic calculations accurately.?

• Read, interpret, and follow graphic instructions such as layouts, schematics, setup plans, and other visual aids.?

• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.?

• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

• Communicate clearly and concisely, both orally and in writing, usingappropriate Englishgrammar and syntax.

• Engage with a diverse public and workforce,facilitatinginclusive service delivery, and implementingequitablecity policies.

• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.

• Establish,maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Completion of the twelfth (12th) gradeandthree (3)years of increasingly responsible experienceplanning, executing, and marketing events.

Licenses and Certifications:

• Possession of, or ability to obtain by the time of appointment,an appropriate, valid California driver's license. This requirement may be waived for individuals who are unable to obtain a driver's license due to a disability.

PHYSICAL DEMANDS

When assigned to an office environment:

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, and to operate a motor vehicle to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.  Standing in and walking between work areas is frequently required.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.  Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds. Reasonable accommodations will be made for individuals with disabilities who are qualified to perform essential functions of a position or positions within this classification. 

When assigned to a field environment:

Must possess mobility to sit, stand, and walk on level, uneven, or slippery surfaces; to stand for prolonged periods of time; to reach, twist, turn, kneel, bend, stoop, squat, crouch, and grasp; strength, stamina, and mobility to perform light to medium physical work, to load, unload, and setup event equipment and supplies; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone or radio.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate above-mentioned equipment.  Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 30 pounds or heavier weights with the use of proper equipment and assistance from other staff. Reasonable accommodations will be made for individuals with disabilities who are qualified to perform essential functions of a position or positions within this classification.

ENVIRONMENTAL CONDITIONS

Employees predominately work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.  Employees may work in the field and occasionally be exposed to loud noise levels, cold and hot temperatures, inclement weather conditions, road hazards, vibration, mechanical and/or electrical hazards, and hazardous chemical substances and fumes.  Employees may interact with members of the public or with staff under emotionally stressful conditions while interpreting and enforcing departmental policies and procedures.

WORKING CONDITIONS

Employees may be expected to work overtime, weekends, evenings, and holidays as required. 

FLSA Status: Non-Exempt