Events & Marketing Coordinator

Description

Open until filled.
Reviewing applications daily.

Be part of a dynamic team that is shaping the quality of life for the Kennewick community. You will help facilitate bringing a variety of fun and exciting events into the City's Parks & Facilities. This position is responsible for planning City events as well as assisting Event Organizers through the Special Event process.

CORE VALUE STATEMENT
The City of Kennewick will provide excellent public service and ensure the safety and wellbeing of our community and one another through the empowerment of each employee. We value integrity, inclusiveness, stewardship, and communication. We are accountable to our community for innovative and collaborative efforts that anticipate needs, leverage resources, and deliver solutions.

SAFETY STATEMENT
We expect our employees to ensure compliance with all applicable safety practices and policies, including those established by OSHA/DOSH regulations and by the City's Accident Prevention Plan. This includes but is not limited to actively identifying and correcting potential hazards that may affect employee and public safety, including those identified by co-workers. Leading by example to promote a positive culture of workplace safety through everyday action; emphasizing safe completion of work throughout all aspects of developing and carrying out work plans.

CLASSIFICATION SUMMARY

This is a unique position with the Parks and Recreation Department that coordinates and executes events and tournaments across the City of Kennewick. Indoor and outdoor contract events include (but are not limited to) sports tournaments, banquets, community fundraisers, conferences, runs/walks, company picnics and bazaars. The position executes and assists with City hosted events including but not limited to Harvest Bazaar, National Night Out, Vintage at the Ridge and the Numerica Family Fun Day. The position is accountable for assisting with marketing of events, tournaments and programs and will assist with facility operations at the Southridge Sports and Events Complex.

Examples of Work Performed (Illustrative Only)

ESSENTIAL DUTIES

The following list reflects the essential job duties and responsibilities of this classification, but should not be considered all-inclusive. The incumbent will be expected to perform other related duties as assigned.

Marketing

• Develops and facilitates marketing strategies using a variety of methods (print, web, social media, etc.) for the promotion of special events, tournaments, and programs.
• Develop relationships and build partnerships with area businesses, attractions and hotels relative to the Tri-Cities hospitality industry. Maintains up to date records on contacts, facilities and amenities.
• Assist with sponsorship development and execution for recreation facilities and programs.

Events and Tournaments

• Coordinates operational support for all events and tournaments at Columbia Park, Southridge Sports and Events Complex and other City owned facilities and parks while ensuring client satisfaction and the maximization of a positive guest experience.
• Liaison between event/tournament organizers, the public and city departments for coordination of events prior to and during events to ensure that policies, permits, facilities, equipment, physical setup, pre-event walk-throughs and personnel meet the requirements for the event and contractual agreements.
• Coordinates contracted events inside the Southridge Sports and Event Complex Pavilion in a convention center style atmosphere to accommodate up to 1,500 people.
• Consults with prospective facility users regarding plans and requirements, reviews applications, determines acceptability of events, determines proper facility for events and interprets regulations for facility users.
• Coordinates facility use agreements with local sports groups to include long-term rentals and seasonal leagues.
• Organizes and implements City hosted events including planning, marketing, identifying and securing location, materials, supplies and activities, facilitating set-up and clean-up, providing on-site management, scheduling and directing staff and volunteers.
• Drafts event agreements and billing instructions to ensure compliance with agreement terms/conditions prior to the event date.
• Assists in developing long-range scheduling plans to accommodate new users, assists in preparing monthly, quarterly, and yearly event schedules.
• Works in conjunction with maintenance staff to ensure the highest possible event coordinator and guest satisfaction.

Administrative

• Completes work order requests or repairs and/or reports problems to the facilities supervisor.
• Assists customers by providing information concerning and/or registering for events, concession services, programs, and activities.
• Plans and supports outreach efforts at City recreation facilities and out in the community in coordination with facility management and staff.
• Purchases and manages the inventory of event-related materials; reviews and processes invoices and accounts receivable.
• Assists with budget preparation; monitors financials and makes adjustments to remain within budget.
• Occasionally responds to event related calls after hours and on weekends.
• Performs other related duties as assigned.

Employment Standards

This position requires a High School Diploma/GED. A Bachelors Degree in recreation management, hospitality management, communications, marketing or related field, along with 3 years experience in marketing, event and tournament management and execution is preferred, or any combination of relevant education and experience sufficient to demonstrate the knowledge, skills and abilities to perform duties listed above.

• Valid Washington State Drivers License.
• Valid First Aid and CPR Certification or ability to obtain within six (6) months of hire date.
• Availability to work variable schedule including days, evenings and weekends.
• Must pass a criminal background investigation.
• Must maintain a level of mental and physical fitness required to perform the essential functions of this classification.

To perform the essential functions of the classification, incumbents must be able to demonstrate the following knowledge, skills and abilities:

• Demonstrated understanding of marketing and event management.
• Knowledge of Microsoft Operating Systems and Office Suite products.
• Demonstrated ability to plan and organize work, multitask, and prioritize.
• Demonstrated ability to work in fast-paced environments and with the public.
• Flexibility and creative problem-solving to accommodate changing conditions.
• Must maintain regular attendance and punctuality.

Supplemental Requirements

To perform the essential functions of the classification, incumbents must be able to meet the following physical requirements:

• Reaching, standing, walking, lifting, fingering, grasping, talking, hearing/listening, seeing/observing, repetitive motions.
• Exposure to outdoor elements including weather and terrain common in City park areas. Light Work: Exerting up to 30 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

Work Schedule

The initial work schedule for this classification will be Monday through Friday 8am - 5pm with scheduled shift changes to accommodate weekend and evening events. This position may be eligible for an alternative work schedule with every other Monday off work. Early mornings, evenings and weekend work may be occasionally required. Overtime may be occasionally required. This classification is non-exempt under the FLSA.

The benefits listed below are those currently enjoyed by full-time City of Kennewick Non-Contract employees. It is important to remember that over the course of time these benefits may change - they are not permanent. Benefits may change through City Council or administrative action or changes mandated by state and federal law.

Paid Holidays
12 per year (9 scheduled; 3 "floating")
New Year's Day, Martin Luther King Jr. Birthday, Washington's Birthday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and the day after Thanksgiving, Christmas Day, and three floating holidays selected by the employee. An employee will accrue one of the three floating holidays on each of the following days: February 1, February 12, and August 31. An employee will only accrue a floating holiday on these days if actually employed.

Paid Time Off (PTO)
The purpose of PTO is to compensate employees for absences due to injury, illness, vacation and personal business. In addition, the program is designed to provide employees with personal flexibility regarding the use of leave hours. PTO hours accrue based upon the actual number of regular hours worked.

Accrual per Month:
0-5yrs 6-9yrs 10-14yrs 15-19yrs 20-24yrs 25-29yrs 30+yrs
12 hours 15 hours 17 hours 19 hours 21 hours 23 hours 25 hours

Retirement Plan
All City employees are members of the Public Employees Retirement System (PERS). The City and the employee both contribute toward the plan. PERS provides regular retirement and disability retirement benefits. City employees also participate in the Social Security Program. Rates effective as of 09/01/2023. ( www.drs.wa.gov )

PERS Employee Contribution Rate Employer Contribution Rate
Plan II 6.36% 9.53%
Plan III Employee Choice (see booklet) 9.53%

Deferred Comp
The City contributes an equivalent of 5% of your regular monthly salary to Mission Square Retirement (previously ICMA) deferred compensation program. No employee match required, but employees may contribute towards plan if desired. ( www.icmarc.org )

Medical, Dental& Vision Insurance
The City currently pays the entire dental and vision insurance premiums for the employee and dependents.Employee current premium share is $180.00 per month for medical insurance to cover themselves and dependents.

Life Insurance
1.5 x annual salary (not to exceed $250K) provided by the City of Kennewick. Employee may purchase Voluntary Term Life Insurance for employee, spouse and/or dependents through New York Life (previously Cigna).

Long Term Disability
The City pays the entire long-term disability premium for employees through New York Life (previously Cigna).

Wellness Program
The Wellness Program has been established to encourage employee health and fitness, both at work and at home. A City Wellness Committee promotes and provides opportunities for healthy lifestyles. Employee fitness center is open to all employees and their spouses.

Employee Assistance
An Employee Assistance Plan (EAP) is provided by the City to assist you and family members, providing counseling and treatment in such areas as stress, drug and alcohol abuse and family counseling.

Other Benefits Offered

• Flexible Spending Plan (Pre-Tax Deduction for Medical/Dental and Day Care)
• Aflac Supplemental Insurance
• Tuition Assistance
• Bereavement Leave
• Overtime
• Direct Deposit (paydays are 5th and 20th of the month)