Special Events Coordinator - Transportation
Salary
$37,569.84 - $78,720.98 Annually
Location
City of Roanoke Public Works - 1802 Courtland Road NE Roanoke, VA
Job Type
Full-Time
Job Number
02561
Department
Department of Public Works
Division
Public Works - Transportation
Opening Date
02/21/2024
Closing Date
3/19/2024 11:59 PM Eastern
• Description
• Benefits
Description The City of Roanoke is seeking a Special Events Coordinator to serve in the Transportation Division of Public Works. This role performs work that involves serving as a liaison between event organizers, city departments, and partner agencies throughout the permit process and during events involving streets and right of ways for area residents as well as area schools, community organizations, and other agencies (including but not limited to holiday parades, the Blue Ridge Marathon, GO Fest, Drumstick Dash and the First Fridays). Additional responsibilities include maintaining the master calendar of events to avoid conflicts, conducting on-site observation of events to ensure compliance with assembly permits, special event policy, and city code, and preparing post-event evaluation reports.
Bachelor's degree from a four-year college or university with a major in planning, recreation, or a related field; one to two years of related experience and/or training in a similar field; or equivalent combination of education and experience. Possession of a valid appropriate driver's permit issued by the Commonwealth of Virginia.
Regular position hours are 7:30 am - 4:00 pm, Monday - Friday.
The City of Roanoke is an Equal Employment Opportunity/AA/M/F/Disability Employer.
To elevate the performance of the organization, we are committed to respecting, celebrating, and embracing the collective mixture of differences and similarities between our employees as a rich tapestry. Our behaviors will demonstrate open communication, and we will seek opportunities to learn, recognizing and rewarding actions that promote acceptance while suspending judgment. By doing this, we will foster an inclusive, open work environment that delivers excellent service and creates a more vibrant and inviting community.
This is an exempt position.
Examples of Duties Examples of Duties
SUMMARY
Performs work that involves serving as a liaison between event organizers, city departments, and partner agencies throughout the permit process and during events.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
SPECIAL EVENTS COORDINATOR – TRANSPORTATION
• Maintains Master Calendar of events consults calendar to avoid event conflicts
• Schedules and leads Special Event Review Panel meetings
• Serves as liaison between event organizers, City departments, and partner agencies
throughout the permit process and during events
• Collates post-event feedback and prepares Post-event Evaluation Reports
• Conducts on-site observation of events to ensure compliance with Assembly Permit, City
Special Event Policy and applicable City Code
• Coordinates permit processing workflows and maintains process efficiency through the implementation of LEAN principles
• Evaluate permit applications for compliance with the City's Special Event Policy
• Consults with the City Attorney, Public Works Director, and City Management as necessary
when evaluating permit applications for compliance with policies and City Codes
• Collaborates with Parks and Recreation Special Event Coordinator for multi-venue (park and street) events
• Works with other Transportation Division staff to develop event routes, traffic control plans, and street closure notifications
• Manages and updates the online Special Events Calendar
• Works with DOT liaison in Transportation to maintain and update the Assembly Permit section of the Division's website and special event permit documents (e.g., application, Planning Guide)
• Serves as a primary point of contact for all special event-related inquiries
• Maintains and manages network files and all documentation related to Assembly Permits and special events. Maintains archive data per Virginia Library Standards.
• Reviews work order and event set-up instructions with the City Barricade Crew to ensure accurate implementation and approves the downtown banner permit and the citywide dumpster/container permit
• Attends special event meetings for event planning (scope review), emergency management review, route planning, post-event evaluation, etc.
QUALIFICATIONS
An individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
EDUCATION and/or EXPERIENCE
Bachelor's degree from a four-year college or university with a major in planning, recreation, or a related field; one to two years of related experience and/or training in a similar field; or equivalent combination of education and experience.
Supplemental Information
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, risk management plans, operating and maintenance instructions, and procedure manuals. Ability to write reports and prepare correspondence. Ability to speak effectively before groups of citizens or employees of an organization. Ability to serve as the department's liaison with community groups.
REASONING ABILITY
Ability to understand and carry out instructions provided in written or oral form. Ability to deal with problems involving several concrete variables in standardized situations.
CERTIFICATES, LICENSES, REGISTRATIONS
Possession of a valid appropriate driver's permit issued by the Commonwealth of Virginia. Professional certification as needed and required.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel, and reach with hands and arms. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee is frequently exposed to wet and/or humid conditions and outside weather conditions. The noise level in the work environment is oftentimes louder than normal.
This is a job description and not an individualized position description. A job description defines the general character and scope of duties and responsibilities of all positions in a job classification, but it is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.
Typical Qualifications QUALIFICATIONS
An individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
EDUCATION and/or EXPERIENCE
Bachelor's degree from a four-year college or university with a major in planning, recreation, or a related field; one to two years of related experience and/or training in a similar field; or equivalent combination of education and experience.
Supplemental Information
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, risk management plans, operating and maintenance instructions, and procedure manuals. Ability to write reports and prepare correspondence. Ability to speak effectively before groups of citizens or employees of an organization. Ability to serve as the department's liaison with community groups.
REASONING ABILITY
Ability to understand and carry out instructions provided in written or oral form. Ability to deal with problems involving several concrete variables in standardized situations.
CERTIFICATES, LICENSES, REGISTRATIONS
Possession of a valid appropriate driver's permit issued by the Commonwealth of Virginia. Professional certification as needed and required.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel, and reach with hands and arms. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee is frequently exposed to wet and/or humid conditions and outside weather conditions. The noise level in the work environment is oftentimes louder than normal.
This is a job description and not an individualized position description. A job description defines the general character and scope of duties and responsibilities of all positions in a job classification, but it is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.
Overview of Benefits for Full-Time Employees:
Paid leave is time off from work available for use by an employee upon approval by supervisor. The first 24 consecutive leave hours for any illness must be charged to paid leave with additional time charged to extended illness leave. Paid leave for employees of the city shall accrue as follows:
Years of Service                   Hours Per Month               Fire  24-hr shift Employees
0 - 4                                         12                                             19.75
5 - 9                                         14                                             22.75
10- 14                                      16                                             25.50
15 - 19                                     17                                             26.75
20 - 24                                     18                                             28.75
25 +                                         20                                             32
Extended Illness Leave: shall accrue at the rate of six (6) hours per month. Fire suppression employees shall accrue extended illness leave at nine (9) hours per month.
Funeral Leave: for family, up to three consecutive days.
Military Leave: Twenty-one work days per Federal fiscal year.
Holidays: The City provides 96 hours of annual paid holiday time.
Mental Health & Well-Being Leave: Employees receive 24 hours (Fire Suppression receives 34 hours) of Mental Health & Well-Being Leave upon hire.  Certification of mental health diagnosis is not required and leave will not be paid out upon separation.
Shared Leave Bank (effective 1/1/2023):  Voluntary membership for full-time Employees who will be out for an extended period of time and has exhausted all other forms of leave.  Members are required to provide 8 hours of their Extended Illness per fiscal year and at least 8 hours per assessment.  Assessments will be limimted to 4 times per fiscal year (max of 40 hours per fiscal year).
Health Insurance: Four coverage types are available:  Employee only, Employee + 1 Child, Employee + Spouse and Family.  Coverage is available through payroll deduction.
Additionally, the city offers the following three Aetna Health Plan Options :
PPO 300 – Provides 100% coverage for preventive care; lower deductible and out-of-pocket maximums than other medical plans; and has higher employee premiums. This is comparable to the current insurance program.
PPO/HRA 1000 – Provides 100% coverage for preventive care; has higher deductible and out-of-pocket maximum than the PPO 300 plan; has lower employee premiums than the PPO 300 plan; and the employer makes contributions to an account through a Health Reimbursement Arrangement (HRA). The City of Roanoke contributes $500 for employee only coverage and $1,000 for all other tiers. Contributions are pro-rated dependent upon enrollment date.
PPO/HSA 2700 – Provides 100% coverage for preventive care; has higher deductible and out-of-pocket maximum than other medical plans; has lower employee premiums; and both the employer and the employee make contributions to a Health Savings Account (HSA) to pay for medical expenses which apply to the deductible. The City of Roanoke contributes towards the Health Savings Account (HSA), $1,300 for employee only coverage and $2,600 for all other tiers. Contributions are pro-rated dependent upon enrollment date.
Optum RX (Pharmaceutical Benefits Manager) - Manages pharmacy benefits, processes employee pharmacy claims and answers employee pharmacy benefit questions.
Aetna Health Plan 2022 Monthly Rates
PPO 300
Employee Only: $70.94
Employee + Child: $265.16
Employee + Spouse: $621.98
Family: $680.04
PPO/HRA 1000
Employee Only: $45.94
Employee + Child: $225.16
Employee + Spouse: $571.98
Family: $580.04
PPO/HSA 2700
Employee Only: $21.72
Employee + Child: $169.46
Employee + Spouse $474.36
Family: $476.68
Dental Insurance: Four coverage types are available: Family, Employee and Spouse, Employee and Child, and Employee only. Coverage is available through payroll deduction.
Delta Dental 2022 Monthly Rates
Employee: $2.80
Employee/Child: $18.88
Employee/Spouse: $18.88
Family: $49.36
Life Insurance: Paid by the City at no cost to employees. Coverage is equal to the annual salary rounded to the next highest thousand and then doubled. For an accidental death, the coverage would be twice this amount.
Optional Life Insurance: Paid by the employee. Various amounts of coverage, including family members, available through payroll deduction.
Long Term Disability Insurance: Designed to provide a monthly benefit to assist employees with bills and maintaining a standard of living when disabled as a result of a covered sickness or injury. Coverage is available through payroll deduction. Annual cost is your annual salary multiplied by .00255. This amount is half of the total premium and the City pays the other half.
Retirement: Employees contribute 5% of salary and choose between participating in a traditional defined benefit plan or a hybrid program. Employees vest in the employer component of either plan upon completing five (5) years of service.
Defined Benefit Pension Plan: Normal retirement after 55th birthday, and when combination of age and creditable service equals 85; or, 65th birthday if completed at least five years of creditable service. For sworn officers in Police and Fire/EMS, normal retirement after 50th birthday, and when combination of age and service equals 75; or, 65th birthday or older with 5 years of creditable service. An annual retirement benefit equals 2.0% of salary (based on an average of the highest five years) times the number of creditable years with a maximum of 63%. Early retirement options are available and reductions may apply based on age and service.
Hybrid Program: Provides the characteristics of the traditional pension plan with that of a deferred compensation plan. The pension plan provides an annual benefit equaling 1% of salary (based on an average of the highest five years) times the number of creditable years with a maximum of 63%. The deferred compensation component provides for the employee contribution to be deposited in an account directed by the member. The combination of the two components is structured to provide approximately the same actuarial benefit as the Defined Benefit Pension Plan. International City Management Association - Retirement Corporation (ICMA-RC) provides the third party administration of this deferred compensation plan for participating employees.
Sheriff's Department Employees are covered b the Virginia Retirement System (VRS). Previous service covered by VRS may be portable to the Roanoke Retirement System.
Retirement Health Savings Plan: All employees contribute 1% of salary to a 401(h) health savings account. Employees vest in the City match of 1% upon completing five (5) years of service. International City Management Association - Retirement Corporation (ICMA-RC) provides the third party administration of this plan for participating employees.
Deferred Compensation: Employees may voluntarily contribute salary deferred dollars into a City Sponsored 457 Plan. International City Management Association - Retirement Corporation (ICMA-RC) provides the third party administration of this deferred compensation plan for participating employees.
Flexible Spending Account: Allows employees to set aside pre-tax dollars from their pay checks to pay for child care and/or medical and dental expenses not covered by the City's health care or dental plans.  You may also set aside pre-tax dollars to cover certain transit or parking expenses.  Keep in mind only transit or parking expenses may be rolled over from year to year.
Virginia College Savings Plan: Two plans to choose from at a reduced application fee, Virginia Prepaid Education Program and the Virginia Education Savings Trust.
Employee Health Services: The City employee health services provides medical care for employees, retirees, and eligible spouses.
Employee Assistance Program (EAP): Support services available to assist employees facing life challenges.
Pay Days: Direct deposit is required for all new employees. Paid bi-weekly, 26 pay periods per year.
Vision Insurance: Paid by the Employee.  Includes annual routine eye exam, discounts on eyeglass frames, eyeglass lenses and contact lenses.
CEC 2022 Monthly Rates
Employee: $6.68
Employee/Spouse: $12.68
Employee/Child(ren): $13.36
Family: $19.71
Discounts & Voluntary Benefits: Employees may access discounts through various national and local retailers. Discounts include 10% off auto insurance and 5% off home or renters insurance with Liberty Mutual. Voluntary benefits offered through Corestream.  Critical Illness, Accident Insurance and Cancer Policies will be available through Colonial Life and Long Term Care will be available through Transamerica. All voluntary benefits may be payroll deducted.
Agency City of Roanoke, Virginia
Address 215 Church Avenue S.W. Rm 212
Roanoke, Virginia, 24011
Phone 540-853-2231
Website http://roanokeva.gov/jobs
Description The City of Roanoke is seeking a Special Events Coordinator to serve in the Transportation Division of Public Works. This role performs work that involves serving as a liaison between event organizers, city departments, and partner agencies throughout the permit process and during events involving streets and right of ways for area residents as well as area schools, community organizations, and other agencies (including but not limited to holiday parades, the Blue Ridge Marathon, GO Fest, Drumstick Dash and the First Fridays). Additional responsibilities include maintaining the master calendar of events to avoid conflicts, conducting on-site observation of events to ensure compliance with assembly permits, special event policy, and city code, and preparing post-event evaluation reports.
Bachelor's degree from a four-year college or university with a major in planning, recreation, or a related field; one to two years of related experience and/or training in a similar field; or equivalent combination of education and experience. Possession of a valid appropriate driver's permit issued by the Commonwealth of Virginia.
Regular position hours are 7:30 am - 4:00 pm, Monday - Friday.
The City of Roanoke is an Equal Employment Opportunity/AA/M/F/Disability Employer.
To elevate the performance of the organization, we are committed to respecting, celebrating, and embracing the collective mixture of differences and similarities between our employees as a rich tapestry. Our behaviors will demonstrate open communication, and we will seek opportunities to learn, recognizing and rewarding actions that promote acceptance while suspending judgment. By doing this, we will foster an inclusive, open work environment that delivers excellent service and creates a more vibrant and inviting community.
This is an exempt position.
Examples of Duties Examples of Duties
SUMMARY
Performs work that involves serving as a liaison between event organizers, city departments, and partner agencies throughout the permit process and during events.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
SPECIAL EVENTS COORDINATOR – TRANSPORTATION
• Maintains Master Calendar of events consults calendar to avoid event conflicts
• Schedules and leads Special Event Review Panel meetings
• Serves as liaison between event organizers, City departments, and partner agencies
throughout the permit process and during events
• Collates post-event feedback and prepares Post-event Evaluation Reports
• Conducts on-site observation of events to ensure compliance with Assembly Permit, City
Special Event Policy and applicable City Code
• Coordinates permit processing workflows and maintains process efficiency through the implementation of LEAN principles
• Evaluate permit applications for compliance with the City's Special Event Policy
• Consults with the City Attorney, Public Works Director, and City Management as necessary
when evaluating permit applications for compliance with policies and City Codes
• Collaborates with Parks and Recreation Special Event Coordinator for multi-venue (park and street) events
• Works with other Transportation Division staff to develop event routes, traffic control plans, and street closure notifications
• Manages and updates the online Special Events Calendar
• Works with DOT liaison in Transportation to maintain and update the Assembly Permit section of the Division's website and special event permit documents (e.g., application, Planning Guide)
• Serves as a primary point of contact for all special event-related inquiries
• Maintains and manages network files and all documentation related to Assembly Permits and special events. Maintains archive data per Virginia Library Standards.
• Reviews work order and event set-up instructions with the City Barricade Crew to ensure accurate implementation and approves the downtown banner permit and the citywide dumpster/container permit
• Attends special event meetings for event planning (scope review), emergency management review, route planning, post-event evaluation, etc.
QUALIFICATIONS
An individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
EDUCATION and/or EXPERIENCE
Bachelor's degree from a four-year college or university with a major in planning, recreation, or a related field; one to two years of related experience and/or training in a similar field; or equivalent combination of education and experience.
Supplemental Information
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, risk management plans, operating and maintenance instructions, and procedure manuals. Ability to write reports and prepare correspondence. Ability to speak effectively before groups of citizens or employees of an organization. Ability to serve as the department's liaison with community groups.
REASONING ABILITY
Ability to understand and carry out instructions provided in written or oral form. Ability to deal with problems involving several concrete variables in standardized situations.
CERTIFICATES, LICENSES, REGISTRATIONS
Possession of a valid appropriate driver's permit issued by the Commonwealth of Virginia. Professional certification as needed and required.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel, and reach with hands and arms. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee is frequently exposed to wet and/or humid conditions and outside weather conditions. The noise level in the work environment is oftentimes louder than normal.
This is a job description and not an individualized position description. A job description defines the general character and scope of duties and responsibilities of all positions in a job classification, but it is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.
Typical Qualifications QUALIFICATIONS
An individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
EDUCATION and/or EXPERIENCE
Bachelor's degree from a four-year college or university with a major in planning, recreation, or a related field; one to two years of related experience and/or training in a similar field; or equivalent combination of education and experience.
Supplemental Information
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, risk management plans, operating and maintenance instructions, and procedure manuals. Ability to write reports and prepare correspondence. Ability to speak effectively before groups of citizens or employees of an organization. Ability to serve as the department's liaison with community groups.
REASONING ABILITY
Ability to understand and carry out instructions provided in written or oral form. Ability to deal with problems involving several concrete variables in standardized situations.
CERTIFICATES, LICENSES, REGISTRATIONS
Possession of a valid appropriate driver's permit issued by the Commonwealth of Virginia. Professional certification as needed and required.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel, and reach with hands and arms. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee is frequently exposed to wet and/or humid conditions and outside weather conditions. The noise level in the work environment is oftentimes louder than normal.
This is a job description and not an individualized position description. A job description defines the general character and scope of duties and responsibilities of all positions in a job classification, but it is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.