Events Services Supervisor (Assistant Facility Manager)

THE POSITION

With supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.

This position primarily works on-site supporting facility and security staff, and the schedule for this position is driven largely by onsite events. This position is responsible for the overall presentation and appearance of event spaces for trade shows, concerts, performing arts events, social functions, and other events at the SAFE Credit Union Convention & Performing Arts District. This position will oversee and coordinate activities such as event set-up and tear-down, cleanliness, safety, security, and other facility activities related to an event experience. This position will primarily interact with guests, the public, vendors, and other staff to promote and create a positive guest experience, ensure a safe and secure event environment, and resolve guest and event issues as they arise.

IDEAL CANDIDATE STATEMENT

The ideal candidate will be able to provide excellent customer service in all situations and will be comfortable meeting and interacting with guests. The ideal candidate should be familiar with laws, ordinances, codes, and procedures related to event operations and encounters with the public; methods and techniques of facility plan review and analysis; office procedures, methods, and equipment including computer technology, word processing and spreadsheet applications; specialized software programs; and principles of supervision, training, and performance evaluation. Extensive experience in large-scale event set up as well as general experience in janitorial operations, guest services and security within a Convention Center or other large event building such as a hotel is highly desirable.

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 should be submitted with your application and will be required at the time of appointment . Unofficial documents and/or copies are acceptable.

An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. Evaluation of education records will be due at time of appointment.

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 full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (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 should be submitted online with your application. Proof of education will be required at time of appointment.
  

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) - All applications received by the final filing deadline will be forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.

4. Interview Process: Human Resources will forward 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 Live Scan/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:

• Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process.
  

• For technical support between 6 AM - 5 PM PT, contact Live Application Support at 855-524-5627.
  

• Visit the City of Sacramento Human Resourc es Department website at https://www.cityofsacramento.gov/HR/employment ;
  

• Send an email to employment@cityofsacramento.org ; or
  

• Call the Human Resources Department at (916) 808-572 6
  

Bilingual Pay
Did you know that the City offers bilingual pay? That's right, most labor agreements offer the option of providing employees with bilingual pay if the department deems it to be operationally necessary.

Pension Reform Act
The City of Sacramento is covered by the California Public Employees' Retirement System, and as such, must adhere to the California Public Employee's Pension Reform Act (PEPRA) of 2013. Please note that the provisions within this act may affect or impact an applicant's eligibility and/or selection for open vacancies at the City of Sacramento.

Equal Opportunity Employer
The City of Sacramento is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

Additional Information

Civil Service Rules: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/CivilServiceBoardRules62012.pdf

Union Contracts: https://www.cityofsacramento.gov/HR/labor-agreements.html

Salary Schedule: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/SalarySchedule.pdf

Closing Date/Time: 11/27/2024 11:59 PM Pacific

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• City of Sacramento

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