Event Services Assistant (Hourly)* Job at City of Madison, WI, Madison, WI

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  • City of Madison, WI
  • Madison, WI

Job Description

Salary: $23.58 Hourly

Location : Madison, WI

Job Type: HOURLY

Job Number: 2024-00410

Department: Parks Division

Opening Date: 11/22/2024

Closing Date: 12/8/2024 11:59 PM Central

Comp. Group/Range: 20/00

General Description

About Position:
This position is responsible for administrative and field work assisting with Parks Division events, community programs, outreach, and volunteer programs. The Event Services Assistant will help with the planning, organization, promotion, and coordination of special events. The work involves a wide range of public contacts and activities performed in collaboration with other City agencies and the general public. The work requires independent judgment and initiative and is performed under the direct supervision of the Recreation Services Coordinator. The ideal candidate will have at least six (6) months of experience with event coordination and/or program administration that included responsibility for scheduling staff and/or spaces and/or assisting with outreach/marketing, preferably in a parks and recreation setting. Experience would normally involve direct public contact; with recreation program leadership or supervision preferred.

Hours:
Hours for this position will generally be 20 hours per week; however, hours for hourly positions are not guaranteed.

Core work hours will consist of 6-hour shifts on Monday and Friday, between the hours of 9:00 am and 5:00 pm. The remainder of weekly hours worked will vary based on the events schedule. The selected candidate must be available to work weekends, evenings, and holidays, based on the events schedule.

Work Location:
This position will be based at the Parks Division office at 330 E. Lakeside St., Madison, WI 53715.

APPLICATIONS WILL BE ACCEPTED UNTIL THE CLOSING DATE. HOWEVER, THE SELECTION PROCESS MAY BEGIN PRIOR TO THE CLOSING DATE BASED UPON THE NEEDS OF THE PARKS DIVISION.

The City of Madison is an equal opportunity employer functioning under an affirmative action plan. We value diversity, equity, inclusion, and belonging. Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply!

Examples of Duties and Responsibilities


  • Assist with planning, implementation, and evaluation of special events organized by the Parks Division. Work will include preparation for events, correspondence with participants, and assisting on site with logistics.
  • Work with Parks' volunteer program to staff events. Respond to inquiries about current volunteer opportunities and refer prospective volunteers to the Parks Volunteer Coordinator, as appropriate.
  • Support winter operations, programs, and facilities. Will work with scheduling, inventory control, and field public inquiries about winter operations, programs, and facilities.
  • Provide administrative and clerical support for Parks Division community and volunteer programs, including database management, filing, and record keeping.
  • Assist with registration and management of program registrations to include preparation of surveys and evaluations.
  • Plan and implement programs including, but not limited to, 'Learn To' events, bird and nature festival, expo events, and lessons.
  • Perform related work as assigned.

Minimum Qualifications


  • Six (6) months of experience performing event coordination, volunteer management, or program administration that included responsibility for scheduling staff and/or spaces and/or assisting with outreach/marketing.
-OR-
  • Completion of or current enrollment in an Associate's (or higher level) degree program from an accredited college or university in Recreation Management, Hospitality Management, Tourism and Event Management, or a closely related field.

The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore successful candidates will have demonstrated ability to effectively work with multicultural communities.

Special Requirements


  • Possession of a valid driver's license.
  • Must be able to work a variety of early and late hours, indoors and outdoors, throughout the calendar year including evenings, weekends, and holidays, as needed to coordinate and staff events.
Physical Requirements:
  • Must be able to lift up to 50 pounds frequently.
  • Must be able to stand and walk for extended periods of time.
  • Must be able to work in concert music venues that are amplified for extended periods.

*Payroll title for this position is Administrative Aide 3 (Hourly) - Represented

Hourly employees are eligible to earn sick leave and may qualify for other benefits depending on the number of hours worked. Please visit our for more information.

01


Will you be available to work 6-hour shifts between 9:00 am and 5:00 pm, both Monday and Friday?
  • Yes
  • No

02


Will you be available to work evenings, weekends, and holidays, as needed, based on the events schedule?
  • Yes
  • No

03


Please describe your experience coordinating events, managing volunteers, and/or administering a program. Include in your response your title or role, your duties and responsibilities, and the number of months/years you regularly performed that work. If you do not have this experience, respond N/A.

04


Please describe your customer service experience. Include in your response the number of years you have worked directly with customers, the setting you work(ed) in, and role(s) you held.

05


What is the largest event you have coordinated, in terms of number of participants served?
  • 500 or more participants
  • 50 to 499 event participants
  • 10 to 49 event participants
  • One (1) to 10 event participants
  • I do not have this experience

06


Do you have a degree from an accredited college or university in Recreation Management, Hospitality Management, Tourism and Event Management, or a closely related field? (A degree is not required for this position)
  • Yes
  • No

07


If you answered Yes to the previous question, please indicate your degree type(s) (Associate's, Bachelor's, Master's, etc.) and field(s) of study.

08


If you do not have a degree in Recreation Management, Hospitality Management, Tourism and Event Management, or a closely related field, are you currently enrolled in a degree program in one or more of those fields?
  • Yes
  • No

09


If you answered Yes to the previous question, please indicate the degree type(s) (Associate's, Bachelor's, Master's, etc.) pursued and the titles of Event Services-related courses completed (for example: Associate's in Fitness, Recreation, and Wellness Management; Programming & Community Events in Fitness, Recreation, and Wellness).

Required Question City of Madison, WI

Job Tags

Hourly pay, Holiday work, Outdoor, Shift work, Afternoon shift, Monday to Friday,

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