Salary: $20.40 – $25.46 Hourly
Location : Carlsbad, CA
Job Type: Part-Time Hourly
Job Number: 5033-2023
Department: Parks & Recreation
Opening Date: 08/22/2023
The Position
Carlsbad – The Community:
This nearly 40 square mile city is ideally situated in north San Diego County with an approximate population of ~115,000. It offers a great climate, beautiful beaches, lagoons, and abundant natural open space. World-class resorts, family attractions, well-planned neighborhoods, a diverse business sector, and a charming village atmosphere combine to create the ideal California experience.
DEI Statement:
The City of Carlsbad embraces diversity, equity and inclusion in the workplace and recognizes the vital relationship of a culturally diverse, engaged work environment and innovative excellence. A diverse, equitable and inclusive work climate comprises personal experiences, values, and views shaped from differences of culture and circumstance. Our organization appreciates belonging, creativity, recognition, and retention of its employees and is committed to hiring and developing motivated, productive and talented employees who provide services and enhance our quality of life. We work to embrace open and equitable access to opportunities for learning and development as our responsibility and goal.
The Department:
You will join a team dedicated to upholding the department’s mission to promote community health and wellness while building a diverse culture that embraces change and continuous improvement.
The Position:
Under supervision, this part time position supports citywide special event permitting in the Parks & Recreation Department working approximately 10-20 hours per week, a total not to exceed 980 hours per fiscal year. This position will also support department hosted community special events throughout the year.
This position will collaborate with the projects manager and special event applicants to coordinate and facilitate the permit process from the first stage of an event proposal to the event after actions and follow up. The Recreation Program/Services Coordinator uses relevant sections of the Carlsbad Municipal Code as a guide to secure, manage and track the necessary documents required for permitting. This position works cross-functionally throughout the city and with other surrounding agencies to coordinate events within the city limits.
The ideal candidate can perform a wide range of administrative and technical duties and has strong written, verbal, and organizational skills.
Applicants must be comfortable working in outdoor settings, must be able to climb stairs, traverse uneven ground and lift up to 50 lbs. This position requires a flexible schedule and the ability to work some evenings or weekends to facilitate and/or evaluate special events.
For the Recreation Program/Services Coordinator position, it is desirable to have prior related experience that allows the employee to meet the qualification standards.
Key Responsibilities
- Liaison for applicants to matriculate the special event process with city staff
- Liaison to affected parties and agencies
- Document the special event permit file for the city’s accountability and future legal actions
- Monitor/notice timelines for applicants and internal staff
- Work with applicants to approve each component of the application packets
- Interpret and ensure compliance of city rules, regulations and municipal codes related to citywide special events
- Prepare and distribute all forms of communication/correspondence
- Prepare, request and process billing estimates, statements, and payments
- Prepare and distribute event notices to internal city departments and local agencies
- Summarize agreements and approvals in the special event permit
- Document after actions, evaluations and/or changes for future events
- Maintain and update calendars
- Attend and observe/assess permitted special events
- Assist with planning and execution of department hosted community special events
Qualifications
- Excellent customer service skills
- Strong written and verbal communication skills
- Ability to learn, apply and explain related policies and procedures
- Demonstrate great attention to detail
- Highly organized and able to prioritize duties efficiently
- Ability to establish and maintain cooperative working relationships
- Ability to make independent decisions within broad established guidelines
- Strong time-management skills and multitasking ability
- Comfortable in a shared office and workspace environment
- Patience and positive attitude; enjoys working with people
- Advanced skills in Microsoft Office applications (Outlook, Word, Excel, Teams), with the ability to learn and apply other programs (e.g., CivicRec, EnerGov, Adobe Pro)
- Strong computer skills, including basic troubleshooting skills.
- Ability to work directly with the public and a diverse audience
- A flexible work schedule including occasional evening or weekend hours
Experience & Education
- High school diploma or G.E.D. is desired
- One year of office experience and/or training performing a variety of administrative duties is desirable
Special Requirements/License or Certificate
- Possession of, or ability to obtain, a valid Class C California Driver’s License
- Background check (Live Scan)
- Negative Tuberculosis (TB) test
- Must have experience working in a shared office environment
- Must have a passion for administrative work
- Must be available to work a flexible schedule of weekdays and some evenings/weekends; required to attend mandatory meeting/training sessions; must provide own transportation; must have valid California State Driver’s License
- APPLE Savings Plan
- Employee Assistance Program:
- 24 hours of sick leave per fiscal year (July 1- June 30)
- Eligible to use after the first 90 days of work
Part time positions do not have benefits, and cannot exceed 980 hours in a fiscal year (July 1- June 30).