Job description

Hourly: $33.85 - $42.99 (DOQ)

We will be reviewing applications regularly, and scheduling interviews with qualified candidates as they apply before, and after the posting close date (if needed).

Summary:
Plan and oversee City special events. Execute volunteer program activities which include the supervision of parks, events, administrative, and other volunteers. Because of the small number of City employees, each staff member is expected to perform a wide range of office and field duties as may be required from time to time.

Essential Duties and Responsibilities:
Volunteer Program

• Responsible for the management of the Citys parks, events, and administrative volunteers
• Generate proposals for volunteer opportunities and volunteer projects. Develop approved proposals into specific programs, projects, and events
• Coordinate and conduct training for volunteers. Ensure compliance with all insurance and other regulations. Prepare orientation packets for volunteers and conducts orientation
• Develop and implement a recruitment plan for volunteers. Identify job duties, coordinate with key staff, and establish a timetable for recruitment activities
• Track volunteer hours and provide quarterly reports for L I
• Prepare and distribute communication and outreach materials for the volunteer program
• Speak at community meetings and other groups about the volunteer program
• Attend and is in charge of volunteer events and projects
• Create and update volunteer website and online forms
• Handle purchasing for volunteer program

Events Program

• Responsible for the development, planning, promotion, and implementation of City-sponsored events
• Coordinate event logistics with vendors, contractors, volunteers, City Staff, etc.
• Develop appropriate budget and operational needs
• Handle purchasing for events
• Facilitate the Citys involvement in external community events. Assist groups with promotions and equipment needs
• Maintain positive relationship with key city departments involved in the execution of events. Coordinate with and advise departments, as requested or as necessary, on events that are managed by and specific to a particular department
• Write, negotiate and oversee contracts with event vendors and entertainers
• Promote events; prepare and distribute communication and marketing materials for events
• Assist in the creation of event publications and scheduling media promotions
• Create and update special event webpages
• Research and provide input to enhance the aesthetics, activities and programs with the goal of providing event attendees with an improved experience
• Handle event related questions from vendors, residents, visitors, and fellow employees in a courteous and efficient manner whether by phone, email or in-person
• Maintain accurate databases and backup files for events. Document all processes and timelines relative to assigned event. Assist in maintaining events calendar and prepares related documentation as required
• Assist with recruiting event sponsors
• Execute contracts and fulfill sponsorship recognition plan
• Brief management and elected officials on program activities
• Supervise the work of 1 (two-year) Limited Duration FTE and 1 Summer Intern

Qualifications:
Knowledge

• Requires knowledge of and skills in organizing, planning, and overseeing volunteer and special event programs
• Requires in-depth knowledge of office practices, procedures and equipment, including filing systems, and letter and report writing
• Requires the ability to demonstrate working knowledge of municipal services and processes
• Requires a working knowledge of personal computer-based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, design, website content or other special applications used by the City

Skills

• Requires sufficient skills and knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence
• Requires sufficient math skills to perform financial record keeping
• Requires well-developed human relation skills to work productively and cooperatively with diverse teams, and exercise patience when dealing with internal and external customers

Abilities

• Requires the ability to independently perform all of the duties of the position
• Requires the ability to work irregular hours and schedules including evenings, weekends and holidays for the purpose of attending meetings, conducting meetings and scheduled events
• Requires the ability to physically participate in the set up and tear down of events
• Requires the ability to develop and manage a budget; recruit, select, and supervise volunteers; and interpret and apply policies and procedures to ambiguous situations
• Requires the ability to use sound judgment when making decisions, interpretations, and in communications with others; Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines
• Requires the ability to communicate with staff, customers, and the public using patience and courtesy, and in a manner that reflects positively on the City
• Requires the ability to deliver excellent customer service via face-to-face, virtually or telephonically
• Requires the ability to work as contributing member of a team, work productively and cooperatively with other teams and external customers, and convey a positive image of the City and its services

Education and Experience

The position typically requires a Bachelors degree, and four (4) years of experience in event planning, volunteer management, project management. Any equivalent combination of education, experience and training that provides the knowledge, skills and abilities may be considered.

Licenses and Certificates:

• A valid Washington State Drivers License is required in order to drive to various locations to perform work at multiple sites throughout the City of Kenmore or King County, and to drive a City vehicle. If selected for this position, a good driving record with a three (3) year driving record abstract would be required.

Additional Information:

• This is a limited term position, beginning in March 2023 and ending in August 2023
• Work Environment Requires the ability to function primarily indoors in an office environment, although attendance and work performed at outdoor volunteer and community events is mandatory. Requires the ability to occasionally lift objects weighing approximately 30 pounds. Must be able to walk, stand or sit for extended periods of time.
• Hours of Work City Hall working hours are typically 8:30 a.m.-5:00 p.m. (40 hours/week) This position may be eligible for a partial teleworking arrangement, if and when appropriate. Weekend and evening work is occasionally required. Meeting attendance may be required outside normal business hours.
• Safety Requirements Required to comply with all work rules, safety, and Personal Protective Equipment (PPE) requirements.
• Security Requirements The successful candidate must pass a post-offer, pre-hire criminal background check.

Other Items and Advantages for Working for the City of Kenmore:

• With the exception of sick leave, this is a non-benefited position.
• This position is non-exempt and eligible for overtime pay.
• Kenmore is on the Northshore of Lake Washington and has over seven miles of waterfront along the Lake and the Sammamish River.
• Kenmore is a first-ring suburb of Seattle and is equi-distant to downtown Seattle, downtown Bellevue, Microsoft headquarters in Redmond, and Boeing and Paine Field in Everett.
• City Hall is in the heart of Kenmores downtown and is within walking distance to many local businesses, restaurants and parks!

This job/class description, describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, work steps, and skills required of the job.

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