Community Events Specialist

Description/Special Instructions

The City of Elk Grove is now accepting applications for the position of

COMMUNITY EVENTS SPECIALIST

The City is seeking a dynamic individual with strong event abilities and customer engagement skills to fill the position of Community Events Specialist in the Public Affairs Division. The ideal candidate will display the ability to effectively organize, plan, support, market and produce events and projects, creating memorable experiences for residents and visitors. This position interfaces with vendors, contractors, other event producers and the public and requires strong communication and customer services skills. The selected candidate must possess strong organizational skills and the ability to manage several projects at once.

Tentative Recruitment Timeline (subject to change)

Filing Deadline: 11:59 PM on April 16, 2025

Oral Board Interviews: May 1, 2025 (virtual)

Final Selection Interviews: May 7, 2025 (in person)

The City offers a competitive salary and generous benefit package including CalPERS retirement benefits, a deferred compensation match and more. Why work for the City of Elk Grove? Proud Heritage. Bright Future.

Community Profile

Elk Grove is a vibrant, family-friendly community of approximately 178,124 people in the Sacramento, California region, located 14 miles south of the State Capital and 60 miles east of the Bay Area. Elk Grove is a young, ethnically diverse, modern city that was incorporated in 2000. Elk Grove has low crime, excellent schools, over 100 community parks and 28 miles of trails, plentiful dining and shopping options, numerous annual events and festivals, and over 270 sunny days per year.

Representative Duties

DEFINITION

Under general supervision, assists in the planning, coordination , and facilitation of a variety of community , City-sponsored, and special events to market the City and engage the community; participates in the development and distribution of outreach material to promote City events; serves as a liaison between City staff, vendors, contractors, event attendees, partner agencies, and the community; conducts research and ensures event activities comply with all City and mandated safety regulations, policies, and protocols; provides technical support and assistance related to event planning and execution; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned management or supervisory personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

This journey level classification is responsible for independently performing technical and specialized duties in support of City and community events and related activities. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Performs a variety of specialized, technical, and administrative duties in support of community, City-sponsored, and special events, including event planning, coordination, and facilitation.
  
• Plans, organizes, and conducts events for a variety of audiences in the community; collaborates with City staff, partner agencies, vendors, community organizations, and the community to develop and implement events tailored to the community’s interests and needs.
  
• Assists in the coordination of event logistics, including venue selection, equipment rentals and delivery, equipment setup, and inventory.
  

• Researches, requests, obtains, and reviews vendor quotes for event services and equipment; ensures compliance with City purchasing policies and procedures.
  
• Serves as a liaison between the City, event attendees, vendors, and the community to ensure a positive experience for all participants and address any issues or concerns.
  
• Assists with the review and selection process for event grant and sponsorship proposals.
  
• Assists with the development of marketing and outreach materials related to City events, event grants, and permitting programs; conducts outreach to the community; provides information related to City events, services, and activities.
  
• Assists with soliciting vendors and sponsorships for annual City events; creates and coordinates tools and strategies to attract vendors and sponsors and secure necessary event revenue; receives and reviews applications, approves vendors/sponsors, and coordinates all payment, logistics, and marketing arrangements.
  
• Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to events and projects in assigned area; checks and tabulates standard mathematical and statistical data; prepares and assembles reports, articles, announcements, and other informational and/or outreach materials.
  
• Develops and maintains relationships and communication with event guests, vendors, volunteers, and contractors.
  
• Secures necessary permits, licenses, and insurance for each event.
  
• Coordinates and integrates program and project services and activities with other City staff and outside agencies.
  
• Solicits feedback from event attendees and stakeholders to evaluate event success and identify areas in need of improvement.
  
• Acts as a representative to the community, partner agencies, vendors, and other stakeholders regarding questions, problems, concerns, and activities related to City, community, and special events.
  
• Attends and participates in partner and community events as a City representative; provides information to the community and event attendees related to the City programs, services, and activities.
  
• Ensures compliance with health and safety regulations and City policies and procedures during event planning and execution.
  
• Develops and implements file, index, tracking, and record-keeping systems; researches records within areas of assigned responsibility to prepare reports and provides follow-up information to inquiries.
  
• Observes and complies with City and mandated safety rules, regulations, and protocols.
  
• Performs related duties as assigned.
  

Qualifications

QUALIFICATIONS

Knowledge of:

• Methods and techniques for planning, coordinating, and implementing effective City-sponsored, community, and special events .
  
• City programs, goals, policies, and procedures.
  
• Methods of preparing and processing various records, reports, forms, and other documents related to assigned areas of responsibility.
  
• Principles and practices of record keeping, data collection, and report preparation.
  
• Principles and practices of public presentations and materials preparation.
  
• Applicable federal, state, and local laws, codes, regulations, and ordinances, as well as industry standards and best practices relevant to the assigned area of responsibility.
  
• Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
  
• Recent and on-going developments, current literature, and sources of information related to the operations of the assigned division.
  
• Methods and techniques of preparing technical and administrative reports, and general business correspondence.
  
• City and mandated safety rules, regulations, and protocols.
  
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
  
• Diversity, equity, inclusion, and belonging concepts and principles, including their significance in organizational dynamics and the functioning of the City and their impact on fostering innovation and collaboration .
  
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
  
• Current equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
  

Ability to:

• Assist in planning, coordinating, and facilitating City-sponsored, community, and special events .
  
• Collaborate with a variety of internal and external stakeholders.
  

• Prepare clear and concise correspondence, reports, and other written material.??
  
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
  
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner.
  
• Evaluate the effectiveness and impact of community events.
  
• Establish and maintain a variety of filing, recordkeeping, and tracking systems.
  
• Make basic arithmetic calculations accurately.?
  
• Read, interpret, and follow graphic instructions such as layouts, schematics, setup plans, and other visual aids.?
  
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.?
  
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
  

• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax .
  

• Engage with a diverse public and workforce, facilitating inclusive service delivery, and implementing equitable city policies .
  
• Use tact, initiative, prudence, and independent judgment within general policy , procedural, and legal guidelines.
  
• Establish, maintain , and foster positive and effective working relationships with those contacted in the course of work.
  

Education and Experience:

Completion of the twelfth (12 th ) grade and three (3) years of increasingly responsible experience planning, executing, and marketing events.

Licenses and Certifications:

• Possession of, or ability to obtain by the time of appointment, an appropriate , valid California driver’s license. This requirement may be waived for individuals who are unable to obtain a driver’s license due to a disability.
  

Physical Demands and Work Environment

PHYSICAL DEMANDS

When assigned to an office environment:

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, and to operate a motor vehicle to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone . S tanding in and walking between work areas is frequently required . Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment . Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information . Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds . Reasonable accommodations will be made for individuals with disabilities who are qualified to perform essential functions of a position or positions within this classification.

When assigned to a field environment:

Must possess mobility to sit, stand, and walk on level, uneven, or slippery surfaces; to stand for prolonged periods of time; to reach, twist, turn, kneel, bend, stoop, squat, crouch, and grasp; strength, stamina, and mobility to perform light to medium physical work, to load, unload, and setup event equipment and supplies; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone or radio. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate above-mentioned equipment . Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 30 pounds or heavier weights with the use of proper equipment and assistance from other staff. Reasonable accommodations will be made for individuals with disabilities who are qualified to perform essential functions of a position or positions within this classification.

ENVIRONMENTAL CONDITIONS

Employees predominately work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances . Employees may work in the field and occasionally be exposed to loud noise levels, cold and hot temperatures, inclement weather conditions, road hazards, vibration, mechanical and/or electrical hazards, and hazardous chemical substances and fumes . Employees may interact with members of the public or with staff under emotionally stressful conditions while interpreting and enforcing departmental policies and procedures.

WORKING CONDITIONS

Employees may be expected to work overtime, weekends, evenings, and holidays as required .

FLSA Status : Non-Exempt

The information listed above is subject to change and does not constitute either an expressed or implied contract. The City of Elk Grove is an equal opportunity employer and is committed to creating a work environment in which all individuals are treated with respect and professionalism. In accordance with the Americans with Disabilities Act, should special accommodations be necessary at any stage of the selection process, please contact the Human Resources Department at (916) 478-2230.

CITY OF ELK GROVE

EMPLOYEE BENEFIT SUMMARY - NON REPRESENTED

Annual Leave (vacation/sick)
Upon Hire 176 hours 6.77 hours per pay period
5 Year Anniversary 216 hours 8.31 hours per pay period
10 Year Anniversary 232 hours 8.92 per pay period
15 Year Anniversary 256 hours 9.85 hours per pay period
20 Year anniversary 272 hours 10.46 per pay period

Deferred Compensation

Employee may participate in a 457 deferred compensation plan up to maximum allowed by law.

Deferred Compensation - City Match

The City will match up to 4% of employee's salary to a deferred compensation plan. There is a 1 year vesting period.

Employee Assistance Program

Available to employee and immediate family.

Flexible Spending Account

Covers IRS approved medical and/or approved dependent care expenses to be paid on a pre-tax basis.

• Medical spending up to $3,300.00 annually.
• Dependent care up to $5,000 annually.
• Adoption Assistance FSA up to $16,810 annually.

Health (Medical) Insurance
The City participates in the CalPERS Health Plan (PEMHCA) and offers a "cafeteria plan," which includes a monthly City contribution that an employee may apply toward premiums for medical insurance.

The City's Contribution rates for the 2025 plan year are as follows:

Single: up to $1,001.61 per month
2-Party: up to $2,003.22 per month
Family: up to $2,604.19 per month

Employees who show evidence of other group health insurance coverage and waive enrollment in a CalPERS health plan shall receive a taxable in lieu cash fringe allowance of $300 per month.

Dental Insurance
100% City paid for employee and eligible dependents if enrolled in the City's medical plan.

Vision Insurance
100% City paid for employee and eligible dependents if enrolled in the City's medical plan.

Pet Insurance
City employees are eligible to purchase pet insurance at a discounted premium rate through MetLife.

Supplemental Health Insurance
The City provides supplemental health insurance up to $15,000 per year for eligible participants.

Retirement Health savings Account

City provided defined contribution program for IRS-eligible medical expenses upon retirement.

Holidays

Twelve (12) paid holidays per year and sixteen (16) floating holiday hours per fiscal year. Employees who are assigned by the Police Chief to work shifts receive a 5% Holiday Pay Differential in lieu of paid holidays and eight (8) floating holiday hours per fiscal year.

Alternative Work Schedules
Available depending on Department

Life Insurance

City provides Life insurance at 1X base salary with a minimum of $50,000 and maximum of $300,000. Additional life insurance may be purchased by employee up to a maximum of $500,000.

Military Leave

The City will pay qualified employees any difference between his/her base salary and the amount received in military reserve pay for regularly scheduled annual training that requires the employee to take military leave from his/her regular work week.

Retirement -PERS
Your CalPERS Pension formula will be dependent upon your hire date with the City of Elk Grove and/or your status with any Public Retirement System.

• 2.7% at 55 if hired before 8/12/12.
• 2% at 55 if hired after 8/12/12 and a current Classic member of CalPERS.
• 2% at 62 if hired after 1/1/13 and not a Classic member of CalPERS.

Internal applicants will remain in their current retirement formula unless they are moving from a safety to miscellaneous classification.

Short Term/Long Term Disability

• The City provides Short-Term Disability coverage @ 66.67% of income, up to a maximum benefit of $2,300 per week and Long-Term Disability coverage @ 66.67% of income, up to a maximum benefit of $15,000 per month.
• The City also provides Paid Family Leave coverage @ 60-70% of weekly earnings up to a maximum of $,1623 per week.

City employees DO NOT contribute to the California State Disability Insurance (SDI) program.

Social Security

City offers an IRS qualifying retirement plan, therefore, employees do not currently participate in the Social Security program.

Tuition Reimbursement

80% up to $2,000/year for City related Certification programss.
80% up to 3,500/year for Associates, Bachelors or Masters Degree

Wellness Program

Amazing on-site Wellness Coordinator and multiple fitness and wellness classes such as yoga and pilates available throughout the week!

Closing Date/Time: 4/16/2025 11:59 PM Pacific

• 

• City of Elk Grove

• (916) 478-2208

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