Events Specialist 18+ (Seasonal)

Description

Hiring Range: The hiring range for this position is $17.30 - $20.29 per hour, dependaning on years of service and experience.

Work Schedule: Generally 20 hours per week, flexible schedule, weekends, evenings, and early mornings required

NATURE OF WORK

As a member of the Culture & Engagement Division of the Department of Parks, Recreation & Culture, individuals in this position perform work in a team-based environment supporting the Division’s mission and vision, along with the goals, philosophies, and initiatives of the Culture & Engagement Manager.
As a member of the Community Events team, individuals in this position support all aspects of special event management, including, but not limited to, event planning; day-of operations; contractor, vendor, and sponsor coordination; event safety; volunteer management; and event teardown and cleanup. The Town of Windsor hosts dozens of special events annually, including the Summer Concert Series, Farmer’s Market, 4th of July celebrations, and the Harvest Festival. Event Specialists provide crucial support to make these events safe and enjoyable for community members.
Individuals in this position typically work Monday through Friday, and are required to work frequent evenings, weekends, and holidays. This is a temporary position that may be worked throughout the year on a full-time basis, depending on the needs of the town, but will not exceed six months in length (or 1,040 hours, whichever comes first). This is strictly temporary employment.

Please note that town employees (including seasonal employees) may only be employed in one classification at any one given time.

Individuals in the Event Specialist position are required to perform work in a manner consistent with and exemplary of the town’s PRIDE philosophy and the town’s Equal Employment Opportunity policy.

SUPERVISION RECEIVED

The Events Specialist works under the direct supervision/leadership of the Recreation Coordinator – Events & Sponsorships to carry out assigned duties, functions, roles, and projects in both routine and complex circumstances.

SUPERVISION/LEADERSHIP EXERCISED

No supervisory responsibilities or control exercised.

Essential Job Functions

ESSENTIAL JOB FUNCTIONS
The Events Specialist is assigned specific assignments, job duties, scope, authority, responsibility, roles, and requirements as determined by the town, department, division, and pursuant to laws, regulations, and practices. Individuals in this position must be able to successfully perform, be responsible for, and/or assist in the fulfillment of many job functions and duties, with or without reasonable accommodation.

The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all-inclusive:

• Supports all phases of special event operations, including planning assistance, day-of execution, vendor and contractor coordination, volunteer support, and post-event teardown and cleanup.
• Serves as a liaison with vendors, contractors, sponsors, volunteers, and event coordinators, utilizing in-person, phone, and electronic communication to ensure smooth, well-coordinated event operations.
• Sets up, operates, and breaks down event infrastructure and equipment, including tables, chairs, tents, fencing, power equipment, and related supplies; ensures proper storage and care of Town assets following events.
• Monitors events for compliance with Town of Windsor policies, park regulations, permits, and safety requirements, serving as the on-site Town representative for both sponsored and non-sponsored events.
• Provides high-quality customer service and community engagement, responding to questions, addressing concerns, and resolving issues professionally with event attendees, partners, and internal staff.
• Identifies, addresses, and reports safety hazards or operational issues, and assists with incident response in accordance with established procedures.
• Responds to emergencies efficiently according to Town of Windsor Emergency Action Plans, and is a decisive leader.
• Ensures adherence to safety regulations and best practices by vendors, staff, volunteers, and participants throughout event operations.
• Works a flexible schedule, including early mornings, late nights, weekends, and holidays, as required to support event setup, operations, and breakdown.

• Performs research as directed, such as discovering new technology or tools, market research, etc.
• Performs related duties as established by law/ordinance or reasonably directed by the town.
• Assists other town departments/divisions, as necessary.

Education, Knowledge, Skills, Abilities

EDUCATION, EXPERIENCE AND FORMAL TRAINING

• Must be at least 18 years of age.
• High school diploma or GED required. Associate’s/Bachelor’s degree, recent graduate or currently pursuing one in a related field (event management, recreation, tourism, marketing, communications, etc.) preferred.
• Previous event management or coordination experience preferred.
• Any equivalent combination of training and experience that provides evidence that the applicant possesses the required knowledge, skills, and abilities to perform the essential functions of the job.

• CPR/1st Aid certification within three (3) months of employment.
• Must have a valid Colorado driver's license

• Ability to work in team-based event operations and demonstrate independent initiative, with the ability to support planning, day-of execution, and teardown for large-scale community events while exercising sound judgment with minimal supervision.
• Ability to operate Town vehicles and equipment as assigned and safely manage program-related logistics. Strong customer service and community engagement skills, including professional interaction with the public, volunteers, vendors, sponsors, and contractors to ensure a positive, welcoming event experience.
• Event safety and incident response knowledge, including identifying hazards, enforcing safety guidelines, responding to injuries or emergencies, and following Town and departmental procedures.
• Conflict resolution and problem-solving ability, with the capacity to address disputes or concerns involving event partners, contractors, volunteers, or attendees calmly and effectively.
• Clear and professional communication skills, both verbal and written, to coordinate event logistics, relay instructions, document incidents, and collaborate with internal staff and external stakeholders.
• Operational and technical proficiency, including the ability to apply Town policies and procedures, use Microsoft Office and related technology, make decisions consistent with job expectations, and safely operate Town-owned vehicles when required.

• Equipment: Position requires the use of a variety of equipment: computers, tablets or other digital equipment, digital cameras, copiers, printers, scanners, fax machines, telephones, tents, folding tables, chairs, banners, and event fencing. Use of a town-owned vehicle will also be used on occasion to transport equipment to and from various sites.
• Materials: Position requires the use of a variety of materials: N/A

Additional Information

WORKING ENVIRONMENT & PHYSICAL REQUIREMENTS
The physical demands described here are representative?of those that must be met by an employee to successfully perform the essential?functions of this job.

The physical activities of this position include, but are not limited to, the following: climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, and repetitive motions.

The physical requirements of this position are considered Medium Work, exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes.

The employee is subject to both inside and outside environmental conditions; extreme heat: temperatures above 100 degrees for periods of more than one hour; subject to noise.

Note: This position description is not intended to be an exclusive list of all of the requirements, duties, tasks, roles or responsibilities associated with the position. Nothing in this position description restricts the town’s ability to assign, reassign or eliminate duties and responsibilities of this job at any time.

The Town of Windsor will make all reasonable accommodations to ensure that people with disabilities have an equal opportunity in employment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The town is dedicated to the principles of equal employment opportunity and to compliance with the Colorado Protections for Public Worker’s Act (PROPWA) and other applicable laws. The town prohibits unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), gender (regardless of gender identity or gender expression), sexual orientation, color, religion, national origin, creed, disability, marital status, military status, genetic information, pregnancy, or any other status protected by applicable state or federal law.

The town is dedicated to the principles of equal employment opportunity. The town prohibits unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), gender (regardless of gender identity or gender expression), sexual orientation, color, religion, national origin, creed, disability, marital status, military status, genetic information, pregnancy, or any other status protected by applicable state or federal law. This prohibition includes unlawful harassment based on any of these protected classes. Unlawful harassment includes verbal or physical conduct that has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment. This policy applies to all employees, including managers, supervisors, co-workers, and non-employees such as customers, clients, vendors, consultants, etc.

The town will make reasonable accommodation(s) for qualified individuals with known disabilities unless doing so would result in an undue hardship for the town or cause a direct threat to health or safety. The town will make reasonable accommodation(s) for employees whose work requirements interfere with a religious belief, unless doing so poses undue hardship on the town. Employees and/or applicants needing such accommodation are instructed to contact the Human Resources Department.