Job Description

Special Event Permit Coordinator

Position Summary Under the direction of the Community Development Supervisor, manages and coordinates special event permits with City staff and the general public. This position also provides support for other department divisions.

Essential Functions

1. Coordinates with the general public regarding special events and assists them with completing special event permit applications and with the approval process through the City.
2. Meets with City staff on a monthly basis to coordinate special event permit applications to ensure that departments within the City are aware of upcoming special events and the role and participation of these departments in the staging of such special events.
3. Coordinates questions, concerns and issues from City staff to applicant regarding special event and ensures that items are addressed.
4. Assists the general public with completing various city forms, permits and applications; and verifies their accuracy and completeness. Also, assists the general public by answering questions via phone, email or in person.
5. Assists City staff in the development of procedures for carrying out special events and understands City ordinance regarding special events.
6. Provide support and coordination for some special events sponsored by the City.
7. Maintains department records, manages paper to digital conversion, completes research requests as assigned, i.e. GRAMA requests.
8. May provide support in receiving, processing, collection of fees, and verifying their accuracy and completeness for business license, building permit applications, and planning application submittals.
9. Understands City ordinance regarding Signs and Displays and the City process for approval and tracking of temporary banners. Provides support to City planners in review and enforcement of this ordinance.
10. Assists Operations staff with contracts, agreements and administrative tasks.
11. Generates weekly and monthly reports as required.
12. Performs other related duties as required.

Typical Physical/Mental Demands/Working Conditions

Typical office environment with comfortable working conditions which may include sitting for extended periods of time, standing, and walking. Standard office equipment, a computer, and a variety of office software are used to enter and retrieve data and produce reports and presentation materials. Requires continuous or repetitive arm-hand movements. Job-related material is learned through oral and/or written instruction in an on-the-job setting and by reading and comprehending written material and graphic instructions and making inferences from the contents. Verbal communication includes giving instructions, providing information, and responding to questions and may be conducted face to face, on the telephone, in group meetings, or through written communication. Incumbents perform a visual scan of on-screen information when monitoring applications and systems, correcting minor errors, and processing application upgrades. Handling of light weights. Considerable exposure to stressful situations as a result of human behavior, workload, and consequence of decisions. Work includes pressure generated by deadlines, volume of work, and frequent interruptions.

Qualifications

Education: High school diploma or equivalent. Experience: Minimum of two to four (2 - 4) years full time, progressively responsible work experience, performing similar duties to those required in this position. Previous work experience involving special events and customer service is preferred. Licenses and/or Certifications: Must possess a valid driver license. A valid Utah Driver License must be obtained within 60 days of hire and be maintained throughout employment.

Knowledge, Skills, and Abilities

Knowledge of: Hardware, software, and organizational systems necessary to maintain and administer relevant software. Departmental goals, programs, procedures, and priorities which are supported or enhanced by the database software. City and departmental organizational structure, policies, procedures, rules, and regulations. Business license renewals and regulations. Billing and receipting of licensing and permit fees. Special Event ordinances and regulations. Office machines and equipment, including personal computers, printers, scanners, telephones, fax machines, copiers, calculators, and other related equipment. Skills in: Interpreting and applying rules, regulations, policies, and procedures. Problem solving techniques. Use of computers and related equipment. Use of Microsoft Office/Google products or equivalent to include word processing, spreadsheet, database, or presentation software programs. Troubleshooting problems with software and hardware. Ability to: Use considerable independent judgment to approve and process business licenses. Effectively communicate with the general public and City staff, including ability to elicit information from upset and irate citizens. Perform math calculations accurately, research data, and count change. Operate standard office equipment, including computer terminal, 10-key cash register, photocopy machine, etc. Establish and maintain cooperative working relationships with those contacted in the course of work. Manage workload. Manage multiple tasks and projects simultaneously. Communicate clearly and tactfully on the telephone, in person, and in written communication. Diagnose and resolve customer problems. Exchange complex information, think creatively, solve problems, negotiate, persuade, make decisions, use discretion, train, and advise others regarding data resources and computer operations. Establish and maintain effective working relations with elected officials, department heads, supervisors, the public, and officials and employees of other jurisdictions. Remain flexible and work well under pressure in an environment with changing priorities.

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