CITY OF OVERLAND PARK - POSITION DESCRIPTION
Responsible for the coordination of entertainment/rentals and logistics for a variety of assigned events. Ensures all events and contractual person(s) adhere to the current policies and procedures. Provides support to the Events Supervisor in enforcing rules and regulations; adhere to the check-in procedures for guests and volunteers; collects monies as needed; coordinates and arranges set-up/tear-down and arranges rooms and facilities as needed; breaks down and performs light cleaning of rooms and facilities; and can serve as the manager on duty.
Supports the Event Supervisor to cover and plan special events. Hours may fluctuate based on business needs. However, this will be mostly nights and weekends.
An Assistant Supervisor of events must be well-organized, excel in customer service, demonstrate flexibility, must be able to improvise in a timely manner and competent in vendor/customer management. Communication skills and attention to detail are an essential function of the job for it to be successful.
Must be able to ascertain needs before or as they occur; respond quickly and timely to meet the needs of the vendor/guest/renter for potential challenges or problems before, during or after the event(s); perform duties to resolve issues in order to get the job done efficiently.
Assists with the on-boarding and training of Facility/Event Attendants as needed. Serve in a lead role in coordinating staff prior, during, and after events at the Arboretum and Botanical Gardens as well as Longhouse Visitor Center.
Sets-up and arranges rooms/and or event spaces for meetings and other functions. Ensures that the room is clean and properly prepared prior to and at the conclusion of all rentals. Distributes equipment and ensures proper use and return of equipment. May operate and maintain a variety of audio-visual and operational equipment. May serve in the delivery of food and beverage as needed. Assists event planning team in the setup and delivery of events on Arboretum & LongHouse grounds.
May be assigned to deliver operational programming on the facility such as tours.
May performs light custodial duties, sweeping, glass cleaning, mopping, picking-up trash, etc.
The employee must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available to communicate with subordinates, supervisors, customers, vendors and any other persons or organization with whom interaction is required to accomplish work and employer goals. There may be other duties as assigned by the supervisor.
The employee must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable. Ensures work responsibilities are covered when absent. The employee must communicate effectively with clientele, vendors, subordinates and supervisors.
Follows instructions, responds to management direction, takes responsibility for own actions; keeps commitments. Completes tasks in a timely manner.
The above duties and responsibilities include those tasks, physical and mental requirements, visual requirements, unique physical surroundings and mental/cognitive requirements listed in the Position Description Questionnaire and Task Analysis Worksheet.
EDUCATION & SPECIAL LICENSE(S)/CERTIFICATIONS:
High school diploma or 2-3 years of experience in customer service
Valid license to drive a motor vehicle
2-3 years working in a fast paced, customer service environment.
Attention to detail.
Basic math skills.
Human Relations/Interpersonal skills.
Time management skills.
Oral and written communication skills.
Customer service skills.
Conflict management/resolution skills
Deescalation problem solving skills
Ability to meet deadlines.
Diplomacy and judgment.
Ability to recognize and protect confidential information.
Ability to prioritize multiple tasks.
Ability to think on your feet in a fast paced environment.
Ability to carry out assignments through written and oral instructions.
Ability to work in an environment with many distractions and interruptions.
Alpha and numeric recognition.
Ability to operate power and/or hand tools
Ability to make and receive phone calls.
Ability to operate office equipment such as a copy machine, calculator, register, printer, and computer.
Ability to push/pull up to 50 lbs.
Hand and eye coordination adequate to input computer
Ability to operate audio/visual equipment
Ability to lift 50 pounds and transport 20 feet.
Ability to reach, stand, lift, crawl, bend, stoop, push, pull, and walk.
Ability to work both indoors and outdoors in variety of weather conditions
SUPERVISORY RESPONSIBILITY (Direct & Indirect):
Direct and indirect. Facility/Events Attendant, temporary and volunteer personnel.
The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.