THE POSITION
With supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.
This Events Coordinator position supports the sales and booking of events at The SAFE Credit Union Convention Center, Memorial Auditorium, and SAFE Credit Union Performing Arts Center. These three distinct event spaces represent the SAFE Credit Union Convention & Performing Arts District and provide unique event spaces for a wide range of programming.
IDEAL CANDIDATE STATEMENT
The ideal candidate for this position will be customer focused and possess a general understanding of how events can be successful. They will thrive in a team environment and bring creative ideas that support the success of both external and internal customers. The SAFE Credit Union Convention & Performing Arts District provides a wide range of options to host events, and the ideal candidate will understand how best to leverage these unique event spaces.
DEFINITION
To supervise and coordinate the service needs of events held at the Sacramento Community Convention Center or other City facilities and grounds; to serve as the City's representative at assigned events.
SUPERVISION RECEIVED AND EXERCISED
General supervision is provided by a higher level position. Responsibilities include the supervision of on-call events or set-up staff.
Essential Duties And Responsibilities
EXAMPLES OF DUTIES
Depending upon assignment, duties may include, but are not limited to, the following:
- Plan and direct events as assigned by the supervisor.
- Meet with users to provide information regarding the facility's capabilities and services; determine equipment, personnel, and other services required for events.
- Calculate estimates and final costs to users for equipment, personnel, and other services; prepare cost settlement data.
- Coordinate outside service needs with catering concessionaires, security, ushers, and other service providers.
- Issue instructions to technical and maintenance personnel to assure that all necessary equipment and services are scheduled and in order; monitor events in progress.
- Attend events and serve as liaison between user and the City.
- Respond to facility user complaints and inquiries.
- Enforce health, safety, and other regulations.
- Assign and review the work of events or set-up staff.
- Review contracts to assure compliance with terms and conditions.
- For events held outside of the Community Convention Center, oversee the delivery, set-up, pick-up, and maintenance of event equipment.
- Maintain event records and prepare related reports and correspondence.
- Perform related duties as assigned.
Qualifications
Knowledge of:
- Principles and techniques used in planning, coordinating, and servicing a variety of theatrical, entertainment, recreational, industrial, and educational events.
- Health, fire, and safety codes and emergency procedures affecting the use of public events facilities/grounds.
- Security, concession, service, and operations needs associated with events.
- Arithmetic through percentages.
- Computers and common software packages.
- Supervisory techniques.
Ability To
- Anticipate, schedule, and coordinate equipment, operations, and service needs for individual events.
- Communicate effectively, orally and in writing.
- Identify event problems and take effective course of action.
- Respond to licensee and public inquiries and complaints in an effective and tactful manner.
- Determine user fees for equipment, personnel and other services.
- Direct the work of others.
- Establish and maintain effective relationships with those contacted in the course of work.
Experience
One year of responsible experience in planning and supervising a variety of events in a large recreational, entertainment, or similar public use facility or grounds.
Education
Completion of 60 college semester units including courses in business or public administration. Experience can substitute for the education on a year-for-year basis.
PROOF OF EDUCATION
Should education be used to qualify for this position, then proof of education such as, but not limited to, university/college transcripts and degrees should be submitted with your application and will be required at the time of appointment. Unofficial documents and/or copies are acceptable.
An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. Evaluation of education records will be due at time of appointment.
Probationary Period
Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.
THE SELECTION PROCEDURE
Please note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox.
- Application: (Pass/Fail) – All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline;
- Employment applications must be submitted online; paper applications will not be accepted.
- Employment applications will be considered incomplete and will be disqualified:
- If applicants do not list current and/or past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week).
- If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.
- Proof of education such as, but not limited to, university/college transcripts and degrees should be submitted online with your application. Proof of education will be required at time of appointment.
- Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
- If you’re requesting Veteran’s credit, a copy of your DD214 must be submitted online with your application or emailed to the Employment Office by the final filing deadline. Information regarding the use of Veteran’s credit can be found in the Civil Service Board rules under rule 4.9C.
- Applicants are responsible for attaching a copy of their DD214 to each position for which they apply.
- Training and Experience Exam: (Weighted 100%) – The questions located at the end of the application are the Training and Experience (T&E) Exam. Responses to the T&E questions will be rated and scored. This exam will evaluate the relevance, level, and progression of a candidate's education, training and experience. The exam score will determine your ranking on the eligible list for this job. When completing the T&E questions, please note:
- Responses to the T&E questions must be submitted online; paper questionnaires will not be accepted.
- A resume will not substitute for the information required in the T&E questions.
- Eligibility: Candidates who pass the Training and Experience Test will be placed on the eligible list. The hiring department may contact candidates for interview at any time during the life of the one-year list. Candidate’s eligibility expires one year from the date of notification of a passing score for the Events Coordinator examination.
- Screening Committee: (Pass/Fail)– All candidates that pass the examination and are in one of the top three ranks will have their application forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.
- Conditional Hire: Upon receipt of a conditional offer, the selected candidate must complete and pass Live Scan/fingerprinting. If applicable, candidates may also need to pass a pre-employment medical exam, controlled substance and/or alcohol test, and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.
Questions
For questions concerning this job announcement and the application process:
- Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process.
- For technical support between 6 AM - 5 PM PT, contact Live Applicant Support at (855) 524-5627.
- Visit the City of Sacramento Human Resources Department website at https://www.cityofsacramento.gov/HR/employment;
- Send an email to employment@cityofsacramento.org; or
- Call the Human Resources Department at (916) 808-5726
Bilingual Pay
Did you know that the City offers bilingual pay? That's right, most labor agreements offer the option of providing employees with bilingual pay if the department deems it to be operationally necessary.
Pension Reform Act
The City of Sacramento is covered by the California Public Employees' Retirement System, and as such, must adhere to the California Public Employee's Pension Reform Act (PEPRA) of 2013. Please note that the provisions within this act may affect or impact an applicant's eligibility and/or selection for open vacancies at the City of Sacramento.
Equal Opportunity Employer
The City of Sacramento is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.
Additional Information
Civil Service Rules: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/CivilServiceBoardRules62012.pdf
Union Contracts:https://www.cityofsacramento.gov/HR/labor-agreements.html
Salary Schedule: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/SalarySchedule.pdf
01
APPLICATION: I understand my application must meet the minimum qualifications for consideration of employment with the City of Sacramento. The experience I list in the duties area of the "Work Experience" section of the employment application will be used to determine if I meet the minimum qualifications as stated on the job announcement. A resume, responses to the supplemental questions requiring a narrative response, employment history listed elsewhere in the application or attachments will not substitute for the information required in the "Work Experience" section of the employment application.
Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week). Please refer to the City of Sacramento's Applicant Resources Page for Screening Instructions: https://www.cityofsacramento.gov/HR/employment
02
PROOF OF EDUCATION: To qualify for this classification you may use education or experience as listed in the substitution option to provide required knowledge, skills, and abilities. I understand proof of education such as, but not limited to, university/college transcripts and degrees should be submitted with my application and
will be required at the time of appointment if I am using education to qualify for this position. Please refer to the City of Sacramento's Proof of Education Requirements (
https://www.cityofsacramento.gov/HR/employment) for information on accepted documentation.
03
EDUCATION CONFIRMATION: If I am using education to qualify for this position, I attest I possess or will possess the following level of education in business or public administration by time of appointment if I am selected for this position
- No units from an accredited college or university
- Less than 30 semester or 45 quarter units from an accredited college or university
- 30 semester or 45 quarter units from an accredited college or university
- 60 semester or 90 quarter units from an accredited college or university
- Associates Degree
- 90 semester or 135 quarter units from an accredited college or university
- Bachelors Degree
- Masters Degree
- Doctorate
04
SUPPLEMENTAL QUESTIONNAIRE: The answers to the questions below will be reviewed by the hiring department along with the information provided in your employment application. Therefore, your answers must be consistent with your employment application information (especially in the "Education" and "Work Experience" sections), must be unambiguous, and must contain sufficient but concise detail and organization. A resume will not be accepted in lieu of completing this Supplemental Questionnaire. Lack of clarity, incomplete or inconsistent information, and/or disorganized presentation may negatively affect the hiring department's review of your Supplemental Questionnaire.
I understand and agree to the above instructions.
05
Our industry often depends on repeat clients and long-term relationships. What steps would you take to ensure client satisfaction and encourage rebooking?
06
How do you manage multiple event bookings at different stages - from initial inquiry to confirmed contract - without conflicts or overlaps.
07
What do you do to ensure that all client and event details are accurately communicated across teams?
08
TRAINING AND EXPERIENCE EXAMINATION: The following questions are the Training and Experience (T&E) Examination. In addition to the City of Sacramento employment application, applicants must complete and submit online responses to the T&E questions. This exam will evaluate the relevance, level, and progression of a candidate's education, training and experience. Therefore, your responses to the T&E Exam questions should be thorough and complete because the exam score will determine your ranking on the eligible list for this job. In accordance with the City of Sacramento's Racial and Gender Equity Action Plan (RGEAP), this examination contains non-binary names and pronouns. For additional information regarding the City's RGEAP, please copy and paste the following link into a web browser: https://www.cityofsacramento.gov/content/dam/portal/hr/Divisions/ode/workforce-equity-documents/Full-RGEAP.pdf
I understand and agree to the above instructions.
09
Select all the boxes that best describe the task(s) you have performed using an event management software system such as, but not limited to, Ungerboek, Event Booking, Venue Ops, Event Bright, Social Table, Cvent, or Shift Board.
- Room rentals
- Reserving spaces
- Creating event orders
- Creating staff schedules
- Creating event schedules
- Creating proposals
- Creating contracts
- None of the above
10
Select all the boxes that best describe the tasks you have completed while planning, coordinating, and servicing events.
- Creating event orders
- Working with clients/customers
- Proposing estimated cost for services
- Developing event plan(s) for execution of events
- Coordinating meetings with in-house exclusive vendors and 3rd party service providers
- Identifying final charges for final invoices
- Booking event spaces
- Determining staffing levels
- Scheduling staff
- Maintaining staff training records
- Event diagraming
- Tracking staff hours
- None of the above
11
Select the one option that best describes your experience identifying, resolving, and preventing event issues/problems.
- Two years or more
- At least eighteen months, but less than two years
- At least one year, but less than eighteen months
- At least six months, but less than one year
- Less than six months
12
Select the one option that best describes your experience working with leadership, vendors and various service providers, event staff, employees, and/or the public to coordinate event logistics.
- Two years or more
- At least eighteen months, but less than two years
- At least one year, but less than eighteen months
- At least six months, but less than one year
- Less than six months
- Required Question
