Events Services Supervisor

City of Sacramento, CA
Published
June 10, 2021
Location
Sacramento, CA
Job Type
 

Description

THE POSITION
THE IDEAL CANDIDATE
The ideal candidate will have experience working with meeting and event planners from multiple markets (e.g., SMERFE, associations, and corporations, etc.), experience working in large facilities with multiple meeting rooms, ballrooms, and exhibit halls (e.g., Convention Center and large hotels), and experience working with events that require food and beverage, audio-visual, internet, and power needs. The ideal candidate will have general knowledge of the services, vendors, and other organizations involved in producing major events. The ideal candidate will have excellent organizational, planning, problem-solving, and interpersonal skills, as well as the ability to work under limited supervision and interact professionally with all levels of staff.

Under limited direction, an Event Services Supervisor coordinates and supervises event-related services and box office activities for the Sacramento Convention Center; reviews expenses and participates in settlement of expenses; prepares a variety of reports and correspondence.

DISTINGUISHING CHARACTERISTICS
This classification is populated with multiple incumbents who have responsibility for the coordination of specific events. The Event Services Supervisor classification is distinguished from the Events Coordinator classification in that the former has responsibility for several events, while the latter has responsibility for a particular event or a portion of an event. The Event Services Supervisor is distinguished from the Event Services Manager in that the latter classification has responsibility for a major section or events coordination of the Convention Center.

SUPERVISION RECEIVED AND EXERCISED
Limited direction is provided by an Event Services Manager. Responsibilities include the direct and indirect supervision of supervisory, technical, clerical, and maintenance personnel.
ESSENTIAL DUTIES AND RESPONSIBILITIES
TYPICAL DUTIES

  • Supervises and/or coordinates events services or box office activities of the Convention Center in order to meet the needs of the licensee and ensure efficient operation of Community Center events; ensures that all necessary services and preparations are in order and scheduled; responds to facility user complaints and inquiries.
  • Provides information regarding the facility's capabilities and services to users and potential users of the Center; determines equipment, personnel, and other services required for events; calculates estimates and final costs to user for equipment, personnel, and other services;
  • prepares cost settlement data.
  • Coordinates with catering concessionaires, security, ushers, and other service providers; reviews facility use contracts to assure compliance with terms and conditions; serves as on-site liaison between facility user and the City through attendance at events.
  • Directs, plans, and coordinates the box office activities at the Convention Center; maintains and reconciles box office checking account; coordinates the scaling and selling of tickets for the facilities with promoters and licensees; reviews contracts, expenses, receipts, deposits, and other financial arrangements prior to settlement after each performance; supervises and participates in the settlement of receipts and payment of expenses associated with an event.
  • Prepares a variety of reports, correspondence, contracts, and studies related to events and facility use.
  • Supervises, trains, and evaluates assigned personnel; recruits, hires, trains, and schedules part time box office personnel.
  • Performs other or related duties as assigned.

QUALIFICATIONS
Knowledge of:

  • Principles and techniques used in planning, coordinating, and servicing a variety of convention, meeting, theatrical, and entertainment events.
  • Box office, accounting, and record-keeping procedures.
  • Rates and charges associated with use of a public events facility.
  • Health, fire, safety, and emergency procedures affecting the use of public events facilities.
  • Event coordination, booking, box office, security, concession service, and operational needs associated with events.
  • Principles of administration, personnel management, budgeting, marketing, and promotion.
  • Computers and computer applications

Skill in:

  • Multi tasking.
  • Staff supervision.
  • Prioritizing in an event driven atmosphere.
  • Use of computers, computer applications, and software.

Ability to:

  • Plan, organize, coordinate, and supervise various event services.
  • Select, train, supervise, and evaluate subordinates.
  • Establish and maintain effective relationships with those contacted in the course of work.
  • Work extended hours, including nights and weekends.
  • Work under time pressure.
  • Anticipate service needs for individual events.
  • Communicate effectively, both orally and in writing.

EDUCATION AND EXPERIENCE

Any combination of education and experience that would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:
Three years of experience in the overall operations involved in the preparation for, and presentation of, convention and entertainment events including the supervision of personnel and coordination of activities.

Education:
A Bachelor's degree in business administration, public administration, or a closely related field.

Substitution:
Additional experience in public relations or entertainment facility management, or hotel events planning, may substitute for education on a year-for-year basis.

PROOF OF EDUCATION
Should education be used to qualify for this position, then proof of education such as, but not limited to, university/college transcripts and degrees must be submitted to the City of Sacramento Employment Office as an attachment(s) to the online application, faxed to (916) 596-1556, or emailed to employment@cityofsacramento.org by the final filing deadline . If submitting via fax/email, please include your name and Job #001750-21-CCS on your documents. Unofficial documents and/or copies are acceptable. Applicants are responsible for attaching proof of education to each position for which they apply.

An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. This evaluation must be submitted by the final filing deadline .

SPECIAL REQUIREMENTS

Driver License:
Possession of a valid California Class C Driver License at the time of appointment. Individuals who do not meet this requirement due to physical disability will be reviewed on a case-by-case basis.
THE SELECTION PROCEDURE
Please note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox.

1. Application: (Pass/Fail) - All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline ;

  • Employment applications must be submitted online; paper applications will not be accepted.
  • Employment applications will be considered incomplete and will be disqualified:
  • If applicants do not list current and past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on 40 hours per week (pro-rated if less than 40 hours/week).
  • If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.
  • Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
  • Proof of education such as, but not limited to, university/college transcripts and degrees must be submitted online with your application, emailed to employment@cityofsacramento.org, or sent to the Employment Office by fax by the final filing deadline .
  • Applicants are responsible for attaching proof of education, certification, and/or license to each position for which they apply.

2. Supplemental Questionnaire: (Pass/Fail) - In addition to the City of Sacramento employment application, all applicants must complete and submit online responses to the supplemental questionnaire to the City of Sacramento Employment Office by the final filing deadline ;

  • Responses to the supplemental questionnaire must be submitted online; paper questionnaire will not be accepted.
  • Incomplete supplemental questionnaire will not pass the review process; omitted information cannot be considered or assumed.
  • A resume will not substitute for the information required in the supplemental questionnaire.
  • Possession of the minimum qualifications is not necessarily a guarantee for further advancement in the selection process.

3. Screening Committee: (Pass/Fail) - Human Resources will evaluate employment applications for the minimum qualifications stated on the job announcement.

4. Interview Process: Human Resources will forward qualified applications to the hiring department. Those determined to be the most qualified candidates will be invited to participate in an interview process.

5. Conditional Hire: Upon receipt of a conditional offer, the selected candidate must complete and pass LiveScan/fingerprinting. If applicable, candidates may also need to pass a pre-employment medical exam, controlled substance and/or alcohol test, and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.

QUESTIONS:
For questions concerning this job announcement and the application process:

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