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Events Specialist

  • Job Code: W1378
  • Pay Grade:WL
  • Pay Scale:$19.43-$35.12 Hourly; $40,414.40-$73,049.60 Annually
  • Exempt:No

Overview

This position is responsible for the strategy, marketing, execution and performance of special events, group meetings and/or conferences including, but not limited to, philanthropic events, agency-wide employee events, and various other special events hosted by the Hillsborough County Sheriff’s Office.

Duties & Responsibilities

Note: Depending on assigned responsibilities, employees may perform some or all of the duties below.

  • Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, and printing.
  • Inspect event facilities to ensure that they conform to customer requirements.
  • Evaluate and select providers of services according to requirements.
  • Negotiate contracts with such service providers and suppliers such as hotels, convention centers, and speakers.
  • Confer with staff at a chosen event site to coordinate details.
  • Meet with sponsors and organizing committees to plan, scope and format events, to establish and monitor budgets, or to review administrative procedures and event progress.
  • Plan and develop programs, agendas, budgets, and services according to requirements.
  • Develop and manage layout for events and oversee proper assignments for vendors to include set up and break down of exhibits.
  • Direct administrative details, such as financial operations, dissemination of promotional materials, and responses to inquiries.
  • Organize registration of event participants.
  • Design and implement efforts to publicize events and secure sponsorships.
  • Review event bills for accuracy and approve payment.
  • Arrange the availability of audio-visual equipment, transportation, displays, and other event needs.
  • Maintain records of event aspects, including financial details.
  • Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.
  • Hire, train, and supervise volunteers and support staff required for events.
  • Conduct post-event evaluations to determine how future events could be improved.
  • Read trade publications, attend seminars, and consult with other meeting professionals to keep abreast of meeting management standards and trends.
  • Perform other related duties as required.

Knowledge, Skills & Abilities

  • Working knowledge of principles and processes for providing excellent customer and personal services.
  • Working knowledge of Sheriff’s Office policies, procedures and services offered to the community.
  • Working knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Working knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, production methods, and coordination of people and resources.
  • Skill in coordinating and adjusting actions in relation to other’s actions.
  • Skill in identifying complex problems and implementing solutions.
  • Skill in managing financial resources to get work done and account for expenditures.
  • Good verbal and written communication skills and interpersonal skills in order to interact professionally and effectively with staff and general public.
  • Ability to apply constructive criticism from peers.
  • Ability to operate in a fast-paced, dynamic environment and handle multiple events simultaneously.
  • Ability to self-manage projects and interact with both internal and external personnel in a manner that helps create a dynamic, team-based culture.
  • Ability to prioritize tasks, deal effectively with competing and changing priorities, and meet deadlines.
  • Ability to be accurate, detail-oriented, and organized.
  • Ability to influence others through explanation of facts, policies, and practices.
  • Ability to work within the constraints of both Sheriff’s Office guidelines and short timelines.
  • Ability to work independently with general supervision.
  • Ability to work in a high-stress environment.
  • Ability and willingness to work day or night shifts or non-standard work hours/days.
  • Ability and willingness to work outdoors in a subtropical climate in adverse weather conditions.

Minimum Education & Experience

  • A high school diploma or possession of a GED certificate.
  • Five years of experience in planning special events, group meetings, and/or conferences.
OR
  • An associate's degree from an accredited institution of higher education.
  • Three years of experience in planning special events, group meetings, and/or conferences.
OR
  • A bachelor’s degree or higher from an accredited institution of higher education.
  • Two years of experience in planning special events, group meetings, and/or conferences.
 
Additionally, the following is required:
  • Work some nights, weekends, and holidays to support Sheriff’s Office events.

Required Pre-Employment Testing

  • A passing score on pre-employment testing.
  • A passing score on a data entry test at 70 gross keystrokes per minute with 90% accuracy or 20 net words per minute on a typing test.

Preferred Education & Experience

  • Possession of a degree in Hospitality Management or Marketing.
  • Possession of certification as a Certified Meeting Professional (CMP), Certified Special Events Professional (CSEP), Certified Government Meeting Professional (CGMP) or equivalent.
  • Proficiency with Microsoft Office Suite software to include Word, Excel and PowerPoint.

Additional Job Requirements

  • Attendance at the specified Sheriff's Office work location is required.
  • Depending on assignment, employees may be required to possess a valid Florida Driver License at time of employment. Driving history will be thoroughly reviewed and may be grounds for disqualification.
  • No visible tattoos on face. Tattoos on hands, neck, or arms must be covered with white, black, or neutral colored covering.
  • No illegal drug sale within lifetime.
  • No illegal drug use within the past 36 months. No marijuana use within the last 12 months.
  • No felony convictions within lifetime.
  • No misdemeanor convictions involving perjury, false statement, or domestic violence within lifetime.
  • No dishonorable discharge from any branch of the United States Armed Forces, the United States Coast Guard, National Guard, or Reserve Forces.
  • Successful completion of a background investigation including criminal, reference, employment, and neighborhood checks; polygraph; medical evaluation; and drug screening.

General Benefit Information

Benefits include but are not limited to:

  • Medical, Dental, Vision, and Life Insurance coverage
  • Florida Retirement System and Deferred Compensation
  • Paid time off including sick, vacation, and holiday time
  • Employee Assistance Program
  • Short and Long Term Disability Insurance
  • Employee incentives for educational degrees and bilingual (Spanish) abilities
  • Tuition reimbursement
  • Paid training