Salary: $49,500.00 – $69,300.00 Annually
Location : 2201 Laurens Road – Greenville, SC
Job Type: Full Time
Job Number: 00979
Department: PARKS, RECREATION & TOURISM (PRT)
Division: SPECIAL EVENTS/EVENT MANAGEMENT
Opening Date: 06/19/2023
FLSA: Exempt
Brief Description
Job Summary
Under general direction and in compliance with standard operating procedures and policies, plans, develops, and implements financial plans for City-owned and contracted special events. Recruits, trains and supervises frontline finance temporary staff for events. Manages event revenue, including invoicing and receiving of payments, including but not limited to, all onsite event revenue, permitted event reimbursements, sponsorship payments, Saturday Market vendor payments, Christmas Parade participant payments, etc. Files required documentation for alcohol permits for all City-managed events in a timely manner. Acts as liaison for Fall for Greenville Board of Trustees meetings, including managing the overall budget, scheduling meetings, and taking meeting minutes. Manages Ice on Main ticket booth, including online ticket reservation system and all customer service issues regarding ticketing and reservations.
Job Duties
Essential Functions
% of Time
- Manage Event Finance Processes: Responsible for all onsite financial activities at City-owned and contracted events, including Artisphere, Greenville Jazz Fest, and Fall for Greenville. Coordinate the requisition of event tickets, wristbands, event cash, and other necessary supplies. Prepare all required documentation to manage finance during event and reconcile event proceeds at conclusion of event. Coordinate on-site financial services during events, including the recruitment, training, and management of frontline finance temporary staff. Negotiate credit card processing services and rental machines for festivals. Process and track all event specific revenue including invoicing for sponsorships, receiving sponsor payments, event cash collection, and all event patron credit card transactions. Prepare and submit reports to supervisor regarding overall financial situation of events, including profit and loss statements specific to each event. Track and manage all financial processes for Fall for Greenville, including budget, monthly report, accounts payable, and accounts receivable. Assist with the planning and management of future conversion to radio frequency identification (RFID) technology.
50%
- Provide Event Financial Administration Support: Manage event vendor/participant invoicing and payments, including but not limited to, the Poinsettia Christmas Parade participants, Saturday Market vendors and Fall for Greenville vendors. Manage all aspects of the Ice on Main ticket booth including, training and management of Ticket Attendants and addressing complaints/issues with the public regarding ticketing. Assist with invoicing and tracking of event reimbursement for permitted events incurred expenses (i.e. Police, Solid Waste, Grounds, etc.). Assist with time sheet tracking and submission for all temporary event staff. Assist with management of the street performer program. Process and manage temporary alcohol permits for City-owned and contracted events. Manage Ice on Main online ticketing software system and serve as technical advisor to staff on all issues related to Ice on Main ticketing. Assist with management of the Fall for Greenville board including scheduling board meetings, reserving meeting locations, preparing meeting documents, taking board minutes, and managing ATAX applications and reimbursement procedures.
35%
- Provide On-Site Event Management: Act as on-site coordinator by organizing, training, assigning tasks, and supervising event staff and volunteers throughout events. Coordinate and assist with event logistics to include organizing, setting-up and breaking down event equipment (i.e., tents, tables, chairs, signs, banners, audio-visual equipment, etc.). Proactively identify and evaluate special event infrastructures in order to troubleshoot any issues that may arise. Organize and manage special events vendor load-in and load-out of equipment. Monitors vendors, sponsors, and general-public to ensure event compliance. Coordinate with other City departments on issues of public safety and City ordinance compliance. Write, edit, and gather photo content for web pages and social media as needed.
15%
Perform other duties as assigned.
Qualifications
Job Requirements
- Bachelor’s degree in accounting, business management, parks, recreation, event management, or related field.
- Over two (2) years of experience in bookkeeping, accounting, or planning and executing special events.
- CPR, First Aid, & AED certification within one (1) year of employment.
Driver’s License Requirements
- Valid South Carolina Class D Driver’s License.
Performance Requirements
Knowledge of:
- Special event management principles and best practices.
- Trends and current developments in special event planning.
- Principles and processes for providing customer and personal services including a desire to help customers regardless of their circumstance.
- General accepted accounting principles, practices, and procedures and their application for governmental accounting.
- Best practices regarding point-of-sale systems, equipment, and ticketing.
- Financial auditing as well as internal control systems and procedures.
- Electronic financial systems and software programs.
- Principles of supervision, training, and performance evaluation.
- Standard office practices and equipment.
Ability to:
- Understand, interpret, and apply accounting standards and procedures, applicable rules and regulations, and City policies and procedures.
- Develop accounting data in preparation of reports and statements, track and reconcile expenditures, as well as ensure accuracy of invoices and other financial related documents.
- Analyze and interpret financial documents.
- Manage multiple projects and perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.
- Supervise employee performance and motivate, train, evaluate, counsel, and discipline as required.
- Write policies, contracts, speeches, formal presentations, and/or technical and legal documents and correspondence.
- Work independently with minimal supervision, exercising effective judgement.
- Respond to and resolve difficult citizen inquiries and complaints, and advise the public on policies, procedures & regulations.
- Deal with a system of real numbers; and practical application of fractions, percentages, ratios/proportions, and measurement.
- Think independently and the ability to conceptualize and develop new or improved procedures, techniques, or ideas appropriate to the work environment.
- Establish and maintain effective working relationships with City departments, general public, and key stakeholders.
- Successfully complete time-sensitive and/or high-profile projects through collaboration, consensus, and creativity.
- Operate the following machines, tools, and equipment: box truck, light towers, credit card machine, audio visual equipment, vehicle, golf cart, two-way radio, generators, calculators, laminating machine, backpack blower, Zamboni, dehydrator, ice skate sharpener and handcarts.
- Operate general office equipment to include scanner, printer, copier, telephone, and computer with Microsoft Office Suite.
Other Information
Working Conditions
Primary Work Location: Office environment and outdoor festivals and events.
Protective Equipment Required: Closed-toe shoes, rain jacket, gloves, hat, and sunglasses.
Environmental/Health and Safety Factors:
Frequent exposure to unpleasant environmental conditions and/or hazards. Majority of work performed outside or with exposure to risk. Weekly exposure to extreme temperatures and wetness and/or humidity. Seasonal exposure to respiratory hazards, noise and vibration, and physical hazards.
Physical Demands:
Constantly requires hearing, vision, talking, carrying, fine dexterity, and handling/grasping. Frequently requires lifting, pushing/pulling, reaching, twisting, bending, climbing, sitting, standing, and walking. Occasionally requires foot controls. Medium strength demands include exerting up to 20 pounds frequently and 20-50 pounds occasionally.
Mental Demands:
Constantly requires time pressures, frequent change of tasks, performing multiple tasks simultaneously, tedious or exacting work, noisy/distracting environment, irregular schedule/overtime, and working closely with others as part of a team. Occasionally requires emergency situations.
Americans with Disabilities Act Compliance
The City of Greenville is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Prospective and current employees should contact Human Resources to request an ADA accommodation.
Disclaimer
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.
The City of Greenville offers a comprehensive and affordable benefits package designed to provide a variety of choices to best fit the needs of our employees and their families. View more details about these benefits here:
HEALTH INSURANCE
The City offers the following health insurance options to eligible employees:
- Medical
- Dental
- Vision
- Basic Term Life
- Employee Supplemental Life
- Spouse Term Life
- Child Term Life
- Short Term Disability (STD)
- Long Term Disability (LTD)
- Voluntary Benefits (Critical Illness, Accident, Hospital Care, etc.)
All health insurance coverage is effective the first of the month following the employee’s hire date except for LTD which is effective the 91st day following date of hire.
LEAVE & HOLIDAY BENEFITS
- General Leave is earned/accrued biweekly by all regular, full-time and permanent part-time employees as a percentage of normal work hours.
- The City of Greenville observes 11 paid holidays.
RETIREMENT BENEFITS
The City is a member of the South Carolina State (SCRS) and Police Officers (PORS) defined benefit Retirement Systems.
AWARDS & RECOGNITION
- Employee Recognition & Awards Program (ER&A)
- Employee Service Awards
- Longevity Bonus
OTHER BENEFITS & OPPORTUNITIES
- Worker’s Compensation
- Deferred Compensation
- Flexible Spending Accounts (FSA)
- Employee Assistance Program (EAP)