Special Services Coordinator

Salary : $48,040.00 - $63,800.00 Annually

Location : FL 34471, FL

Job Type : Full-Time

Job Number : 01785

Department : Recreation & Parks

Opening Date : 01 / 07 / 2025

Closing Date : Continuous

Description

This is a highly responsible professional, administrative position coordinating certain special services related to community events, athletic events and programs for both in the Recreation and Parks Department.

Examples of Duties

ESSENTIAL DUTIES & RESPONSIBILITIES

Community Events & Programs : Coordinates special services related to internal and external community special events and programs.

Athletic Events & Programs : Coordinates special services related to internal and external athletic events and programs.

1. Customer Service : Provides a high level of customer service to the general public, management, supervisory staff, subordinates and coworkers in person, by telephone, email, through assorted paperwork / forms and regular participation in meetings. Uses independent judgement to meet customer needs and resolve customer complaints. Provides information on policy and procedures, rules and regulations, and related information; and ensures compliance of same.

2. Contract Monitoring : Assists in the oversight of special program agreements, lease and maintenance agreements for event venues and athletic facilities on City property. Reports issues related to non-compliance to the contract manager and / or supervisor in charge. Coordinates maintenance services. Monitors performance of contractors holding community events and athletic tournaments / programs on City property and City support functions for same to ensure that services are provided in compliance with specifications.

3. Event Venue / Athletic Facility Scheduling : Responsible for coordinating services associated with event venue & athletic field / court rentals and usage by the general public, not for profits, civic / service clubs, faith-based organizations, local youth / adult sports providers, school sports teams, athletic clubs / associations and department programming staff. Coordinates and communicates directly with internal staff as required to provide accurate schedules, lighting requests, power needs, signage and other items related to event venue and athletic facility usage.

4. Community / Athletic Events : Assists in the review of applications through final permitting for community events and / or athletic events on City property with internal and external event / program coordinator(s). Coordinates with internal staff, other City departments and outside agencies as required to align City services with event coordinator needs. Includes on-site supervision of event workers as needed during event / program.

5. Record Keeping : Maintains files and various records in keeping with the records retention requirements including the department's registration software; pulls reports; assists staff and customers with issues related to same. Prepares reports for management and staff.

6. Quality Assurance : Performs event venue, athletic facility and ballfield inspections to ensure conditions are safe and are of a high standard. Completes reports related to same.

7. Financial Responsibilities : Responsible for collecting and accounting for all funds received and spent for the usage of the assigned facilities and equipment per established policy and procedure. Prepares daily deposit and cash reports and ensures timely delivery to Administration.

8. Equipment / Amenities : Responsible for purchasing event assets, equipment and amenities to be used at event venues and athletic facilities on City property. Includes but is not limited to tents, tables, chairs, cord covers, tools, soccer goals, scoreboards, bases, nets, goal posts, etc.

9. Emergency Management : Required to report to work if a flooding or storm threat exists to mediate, correct or protect areas in the city from damage.

May perform other duties as required or assigned.

Minimum Qualifications

EDUCATION AND EXPERIENCE

High school diploma or GED supplemented by advanced courses in business or office administration.

Must have a minimum of five (5) years of administrative / management experience of a progressively responsible nature, preferably in a governmental setting.

Must have three (3) years of experience in customer service. An equivalent combination of training, education or experience may be considered.

REQUIRED CERTIFICATES, LICENSES, AND REGISTRATIONS

Must possess a valid Florida Driver's License with an acceptable driving record.

Within six months of employment must possess and maintain a valid Florida Commercial Driver's License Class "A" with an acceptable driving record. Must obtain a CDL permit by the first day of employment.

Supplemental Information

SUPERVISORY RESPONSIBILITIES

Responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.

This position will directly supervise 0 employees.

This position may indirectly supervise 2 employees.

ANALYTICAL ABILITY / PROBLEM SOLVING

MODERATELY STRUCTURED. Fairly broad activities using moderately structured procedures with only generally guided supervision.

PLANNING

With regard to general assignments in planning time, method, manner and / or sequence of performance of own work.

CONSIDERABLE RESPONSIBILITY; may also occasionally assist in the planning of work assignments performed by others within a limited area of operation.

DECISION MAKING

• Performs work operations which permit opportunity for decision-making of minor importance. FREQUENTLY;

Performs work operations which permit opportunity for decision-making of major importance. N / A

COMMUNICATION SKILLS

Ability to read and understand documents such as policy manuals, safety rules, operating and maintenance instructions, and procedure manuals.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ration, and percent and to prepare and interpret bar graphs.

CRITICAL THINKING SKILLS

Ability to utilize common sense understanding in order to carry out written, oral or diagrammed instructions. Ability to deal with problems involving several known variables furnished in written, oral, or diagram formats.

SUPERVISION RECEIVED

Under GENERAL SUPERVISON where standard practice enables the employee to PROCEED ALONE on routine work, referring all questionable cases to supervisor.

MENTAL DEMAND

MODERATE; Operations requiring almost continuous attention, but work is sufficiently repetitive that a habit cycle is formed; intermittent directed thinking to determine or select materials, equipment or operations.

USE OF MACHINES, EQUIPMENT AND / OR COMPUTER

Regular use of complex machines and equipment (desktop / laptop computer and software, road and production machines and equipment, etc.)

ACCURACY

Probable errors of internal scope readily detected in normal course of work by standard check or routine crosscheck within a single department or office. Errors resulting from inaccuracy would create Minor confusion, delay or expense to correct.

PUBLIC CONTACT

Regular contacts with patrons, either within the office or in the field. May also involve occasional self-initiated contacts to patrons. Lack of tack and judgment may result in a limited type of problem for the organization.

EMPLOYEE CONTACT

Contacts of considerable importance within the department or office. Requires tact in discussing problems and presenting data and making recommendations.

The City of Ocala provides a competitive, comprehensive benefit package for all full-time employees.

Health Insurance

We offer both single and family coverage, for employees working 30 or more hours per week.

Dental Insurance

For full time employees, we offer both single and family dental coverage.

Vision Insurance

For full time employees, we offer both single and family vision coverage.

Life Insurance

For full time employees, the City of Ocala provides Basic Life and Accidental Death and Dismemberments policies as an employer paid benefit. Employees can opt for additional coverage such as supplemental voluntary life, spouse life, dependent life, and child life. For full time employees, the City of Ocala provides Basic Life and Accidental Death and Dismemberments policies as an employer paid benefit. Employees can opt for additional coverage such as supplemental voluntary life, spouse life, dependent life, and child life.

Short Term and Long Term Disability

Offered to full time employees, STD and LTD coverages are income replacement benefits that assist policyholders who are unable to work for an extended period of time due to sickness or accidental injury.

Medical FSA (Flexible Spending Account) and Dependent Care FSA

Flexible spending accounts allow employees to pay out-of-pocket medical, dental, vision, and dependent care expenses using pre-tax dollars.

Pet Insurance

We also offer special pet insurance for your pets in the case of illness or accidents, as well as preventative care.

Employee Health & Wellness Center

The City of Ocala offers the use of the City Clinic for those employees, and covered dependents over the age of 8, which have elected one of our health insurance plans. Services offered by the City Clinic include primary care, chronic disease management, labs, x-rays, and wellness coaching.

Voluntary Cancer Insurance

For full time employees, the cancer insurance policy can help provide security if you, or a covered dependent, suddenly become diagnosed with cancer.

Supplemental Critical Care Insurance

Our full time employees have the option of electing critical care insurance that is available to help with medical expenses that could arise from things such as a heart attack or stroke.

Supplemental Accident Insurance

Also available to full time employees, is our Accident Coverage. This supplemental plan can be used to help with expenses like MRI's, physical therapy, and hospital admission.

Legal Plan Insurance

Full time employees can have access to local attorneys for a monthly fee and receive discounts on services such as legal consultation, wills, traffic violations and the purchase or sale of your home. The carrier also has a separate policy assisting with the matter of identity theft and social media monitoring.

Deferred Compensation Plan

Deferred compensation is available to all full-time employees at the time of employment. This benefit allows the employee to defer income without paying taxes until money is withdrawn. Current plan is administered through MissionSquare.

Direct Deposit

Direct deposit automatically deposits your net pay each pay period to your checking or savings account at your own financial institution. Direct deposit is a condition of employment for a person hired by the City.

Each pay period the employee receives an earnings statement showing gross pay, taxes, other deductions, accruals and net pay. Enrollment forms are available at Human Resources or Payroll.

Discounts - Theme Park

Discounts are available to all non-temporary employees at the time of employment.

Employee Assistance Program (EAP)

The Employee Assistance Program is available to all full-time employees and members of your household as an employer paid benefit. The EAP offers emotional wellbeing support in the form as counseling sessions and all sessions are confidential. The EAP also provides daily life assistance, legal services, and financial services.

Holidays and Paid Time off

The City provides paid holidays and paid time off for full-time employees. Refer to the Employee Handbook for details.

Retirement Plan

All full-time employees hired after 10 / 01 / 2013, apart from Sworn Police Officers and Firefighters, are enrolled in the 401a Defined Contribution Retirement Plan with MissionSquare. All contributions to the 401a Defined contribution plan are pre-tax and earnings grow tax-deferred. The City contributes 8% and employees contribute 3%. City contributions are 100% vested after one year of employment. You will be enrolled automatically and should take time to review your investment options at your earliest convenience.

Training Programs

The City is committed to provide training programs for all departments and all positions. Risk Management conducts classes in Defensive Driving, Safety, and Insurance. With rare exceptions, classes are offered during working hours, and are open to all eligible employees.

Tuition Reimbursement

All regular, full-time employees are eligible to participate in the tuition reimbursement program.

Do you possess a valid State of Florida Operator Driver's License with an acceptable driving record? OR If you possess a valid out of state license, do you have the ability to obtain a Florida driver's license prior to employment?

Do you understand and agree that within six months of employment / promotion, you must possess and maintain a valid State of Florida Commercial Driver's License Class "A" (w / passenger endorsement) with an acceptable driving record?

Do you understand and agree that you must obtain a CDL permit by the first day of employment if you do not already possess a CDL Class "A" License?

Do you have a high school diploma or GED?

Please select your level of progressively responsible administrative / management experience, preferably in a governmental setting.

Please select your level of experience in customer service.

Do you possess a strong working knowledge of computers and other office equipment?

Do you possess experience with budget and procurement processes?

Are you able to work in a variety of climatic environments both indoors and outside?

Do you have the ability and willingness to work flexible hours as assigned?

Are you a Certified Administrative Professional and / or Certified Parks and Recreation Professional?

If you feel you qualify for this position due to an equivalent combination of training, education and experience, please explain below :

I understand and agree with the following statements :

Required Question

Salary : $48,040 - $63,800