SUMMARY: This purpose of this classification is to perform managerial and administrative work functions associated with planning, developing, organizing, overseeing, and implementing activities for the city's venues. The job is to perform responsible work in the day to day management of the amphitheater, river market, and/or other city venues.
ESSENTIAL FUNCTIONS: The following duties are normal for this classification. The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Specific duties listed may not be required for all positions within this classification, but are determined by the normal requirements for the particular position.
Manages the operations of a City of Tuscaloosa venue, including the Tuscaloosa River Market, the Tuscaloosa Amphitheater or other venue as assigned or directed; oversees day to day operational issues to include coordinating with consultants, third party vendors, subcontractors, and city staff to ensure logistics of events are executed according to plan and expectation of the city and/or client; ensures that the venue complies with applicable local, state and federal regulations. Specific duties may vary depending on venue assignment and may include, management of all Farmers' Market activities, including acting as a liaison between external vendors and internal departments, registrations of vendors, assigning and monitoring spaces of vendors, collecting fees and market data collection; enforces all farmers' market and public safety regulations; management of Amphitheater concerts, including acting as a liaison between external vendors, city contractors and internal departments, show set up and break down, acting as the City's liaison to the with the band, promotor, media and patrons, as needed, enforcing all public safety regulations; managing special events at the assigned City venue, including coordinating rental agreements, determining necessary resources for the event and assessing events costs, invoicing customers and collecting for reimbursements of costs, as necessary. Provides support to the venue and event staff and oversees the operations of the venue to ensure coverage; serves as the day-to-day liaison between the city and the public during venue operations. Supervises, directs and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining and completing employee performance appraisals. Assists in the preparation of venue and event budgets; monitors expenditures and revises; processes documentation pertaining to payroll and personnel; completes, reviews, approves and/or forwards as appropriate; maintains records; reviews all invoices, proposals and rental contracts from third party vendors for each venue to assure accuracy and billing for each event. Oversees staff and coordinates with subcontractors and to ensure safe and successful events in conjunction with the consultant, vendors and rental clients; determines resources necessary and available, such as equipment or labor, and compares with event requirements; coordinates obtainment of additional resources as needed (e.g. rental equipment, etc); develops and implements a recruiting, training, and/or internship program for seasonal, permanent, and volunteer staff. Coordinates and produces city-sponsored events as assigned by Mayor; acts as a community resource and information liaison related to city-sponsored events. Researches the needs, cost effectiveness, and possible available resources for new events and programs. Assists with risk management and financial controls pursuant to city's policies; conducts show settlements with city consultant and artist's representatives as needed; assists with executing cash handling procedures, draft approvals, payroll and accounts payable as designated by the city or by the city's consultant; sets up and monitors cash flow procedures, rental rates, and event settlements for private events. Develops and maintains an internship program for all venues; speaks at graduate and undergraduate classes to gain interest from students, as needed; upholds all intern requirements from all programs; manages students in the work environment; forms and oversees partnerships with the University and local colleges for services such as audio visual through the telecommunications department. Coordinates with managers and directors of city-owned facilities and venues to plan and promote events; serves as the initial point of contact for the public to secure private use of facilities and/or venues. Composes, prepares, reviews, and/or approves a variety of forms, logs, requests, records, reports, correspondence, and various other documents associated with daily responsibilities of this position; maintains files and administrative records. Maintains a comprehensive, current knowledge and awareness of applicable laws/regulations; reads professional literature; maintains professional affiliations; attends meetings, workshops, and training sessions as appropriate. Performs needs assessment to plan, coordinate, develop, and supervise venue renovation projects which may include supervising contractors. Remains on call during scheduled events and/or works various shifts, weekends, and/or holidays as deemed necessary; notifies appropriate personnel when unavailable for duty or call out.
Ensures preventative maintenance is performs as assigned; directs preventative maintenance and repairs to audio/visual systems, catering support kitchen equipment, and FF&E. Conducts safety inspections of the assigned venue and takes corrective action as needed. Assists in the long-tern plan for capital improvements for assigned venue and makes recommendations for deferred maintenance projects. Assists with the implementation and execution of event and venue policies, procedures, programs, and agreements as developed by city or city's designee. Serves as a venue and/or facility representative during events and responds to and resolves emergency situations and/or patron problems such as medical emergencies or security incidents; ensures all aspects of events are implemented and controlled according to plans. Coordinates with the Director of Public Services or designee on scheduling of events; maintains private events calendar; books and schedules city facilities and services for outside organizations; promotes use of venues and facilities. Coordinates and produces city-sponsored events as assigned by Mayor; acts as a community resource and information liaison related to city-sponsored events. Serves in the capacity of public relations/liaison on matters relating to events, and at department meetings; monitors the activities of personnel assigned event duties and responsibilities; coordinates event logistics to include adequate parking for all events, medical and security coverage. Maintains direct contact with personnel of various city departments, and outside organizations associated with scheduled events. Monitors, determines, and/or arranges physical maintenance of event facilities as required; provides assistance and information to all parties regarding event facility use and capabilities. Performs fiscal and budget responsibilities to include budget supervision, payment of bills, and monitoring of all earned income. Corresponds with all involved parties to events via various methods of communication; tracks event attendance; develops marketing literature and/or other information pertinent to events and/or targeted at growing venue business; assists with social media. Maintains positive relationships with all vendors; resolves any issues as they may arise. Responds to city or state officials, employees, and/or other citizens or patrons' questions and comments in a courteous and timely manner; communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of city operations and activities; may represent the city on related community matters and acts as liaison with community leaders. Assists with researching the needs, cost effectiveness, and possible available resources for new events and programs. Develops and implements programs to introduce venue into the community at all levels; continues marketing and promoting venue to the public.
Work may involve some evening and / or weekend work as necessary; works events at city venues and events as required including those that occur during regular work hours, as well as those that occur in the evening, at night, and over the weekend; often a flexible schedule is used to accommodate multiple and lengthy events. Attends meetings and serves on committees. Recommends policies and procedures that guide and support the provision of quality services by the Department. Incorporates continuous quality improvement principles in day to day activities. Must meet regular attendance requirements. Must be able to maintain good interpersonal relationships with staff, co-workers, managers and citizens. Must accomplish the essential functions of the job, with or without reasonable accommodations in a timely manner. Performs other related duties as required. River Market Specific Duties (if assigned) River Market Event Management Manages, negotiates, & executes rental agreements for over 140 rental events annually. Receives, reports, and handles all revenue receipts for the River Market. Invoices and collects all Rental Fees, Catering Royalties, Farmers Market Fees, EBT/SNAP, Merchandise sales, and other revenue streams. Manages EBT/SNAP World Pay Card Processing system. Reviews and approves all invoices, proposals and rental contracts from third party vendors for the venue to assure accuracy and billing for each event. Seeks, secures, and maintains relationships with Preferred Catering Vendors and other vendors. Markets services of River Market and related facilities to perspective customers throughout the City, County, State, and United States. Meets with clients to develop plans for custom special events, develops room layout using PCAD, develops audio/visual and lighting design. Oversees and contracts services for the river market to include catering, housekeeping, security, crowd and parking control. Farmers Market – Operations Management Manages approximately 80 Farmers Markets annually. Maintains Certified Farmers Market Status – Ensure 70% Farmer to 30% Artisan Vendor ratio. Markets services of River Market and related facilities to perspective customers throughout the City, County, and State. Conducts Farm Checks for all vendors to ensure that products are being grown and produced locally. Maintains excellent relationship with State Department of Agriculture, Alabama Cooperative Extension Service, and Alabama Department of Public Health, Tuscaloosa County Health Department. Oversees compliance for over 60 Farmers Market vendors with all Federal, State, County, City, and Facility laws and regulations from the Alabama Department of Health, Alabama Department of Revenue, and other agencies. Engages the community with Farmers' Market events by recruiting local entertainment, community non-profit organizations, and artist participation. Tuscaloosa Tourism & Sports – Property Management Contact Acts as the City's point of contact for the Tuscaloosa River market tenant (Tuscaloosa Tourism & Sports) for property related issues; assist tenant with maintaining secure facilities and receives all property concerns and coordinates with appropriate City staff. Amphitheater Specific Duties (if assigned) Serves as primary point of contact for weather policy administration and determination of hazardous conditions as pertinent to events; maintains contact with local EMA and National Weather Service; acts as the City's Severe Weather Emergency Team Coordinator. Reviews all performer contracts and riders to determine City responsibilities; takes actions to ensure contractual compliance and a successful show and satisfied entertainment vendor. Makes event-specific preparations for each Amphitheater show depending on the size, scope and type of show planned; coordinates with Red Mountain Entertainment, Ticket Master and City staff to estimate attendance, approximate staffing and resource needs; arranges for needed resources from contracted vendors.
Reviews show details to layout the available seating for each show; prepares a venue map for specific for each event depending on contract and event specifications; coordinates with Box Office Manager to ensure all available seats are properly accounted for in the ticket sales system; works with Red Mountain Entertainment, box office and usher staff to relocate patrons if show details change.
Responsible for show-day operations; acts as the liaison between Red Mountain and the City of Tuscaloosa for front-of-house operations; oversees all city and contracted staff to determine placement and release times; serves as the operations section chief or incident commander, as directed by the Public Service Director.
Provides direction and works with contracted and city staff supervisors on pre-show, show-day, and post-show responsibilities; hosts a pre-show planning meeting; communicates throughout event planning and operations regarding issues that need to be addressed; provides feedback on areas needing improvement.
Requests and receives quotes for show expenses from city staff and contractors; approves and verifies hours worked at event; submits invoices for settlement.
Receives and reviews all show-day incident reports; takes action as needed; maintains a log of all incidents and supporting documents. Coordinates and conducts a post-show debrief to review all incidents with the goal of correcting inadequate processes, procedures or responses or addressing facility requirements.
Coordinates with external agencies, such as Tuscaloosa EMA, Alcoholic Beverage Control Board agents, West Alabama Narcotics, the University of Alabama.
Plans, organizes and directs all activities for Holidays on the River; determines schedule of events and operating hours; oversees set up of rink; trains management and volunteer staff; works with IPS admin and OCA to establish contracts with vendors and entertainment; works with staff to develop and implement a marketing strategy; oversees safety and risk management of HOTR operations to ensure guest safety. Performs other related duties as required.
City of Tuscaloosa - Class Specification Bulletin
Bachelor's degree in Public Relations, Marketing, Business Administration, Public Administration, or related field preferred; three years of experience in events planning or coordination, venue management, or related field required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain a valid driver's license.
MINIMUM REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS:
The following requirements are normal for this classification. Specific requirements may not apply to all positions within this classification, but are determined by the normal requirements for the particular position.
PHYSICAL REQUIREMENTS: Must be able to operate a variety of automated office equipment including computer, printer, typewriter, copy and facsimile machines, and telephone. Physical demand requirements are at levels of those for light to moderate work to include lifting requirements and field work.
DATA COMPREHENSION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things which may include forms, reports, contracts, legal reference materials, plan description manuals, procedural and training manuals, and computer program manuals.
INTERPERSONAL COMMUNICATION: Requires the ability to speak with and/or signal people to convey or exchange administrative and educational information, including giving/receiving assignments and/or directions to/from co-workers, assistants, managers, or supervisors as well as communicating with elected officials and the general public.
LANGUAGE ABILITY: Requires ability to read a variety of educational, administrative and legal documentation, directions, instructions, and methods and procedures. Requires the ability to write job related documentation and reports with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice such as during public speaking situations.
INTELLIGENCE: Requires the ability to learn and understand relatively complex principles and techniques, to understand departmental policies and procedures, to make independent judgments in absence of supervision, and to acquire and be able to expound on knowledge of topics related to primary occupation.
VERBAL APTITUDE: Requires the ability to record and deliver information, such as in a public speaking situation, to explain procedures, and to follow verbal and written instructions.
NUMERICAL APTITUDE: Requires the ability to add and subtract, multiply and divide, calculate decimals and percentages; interpret statistical data, interpret charts, and interpret graphs.
FORM/SPATIAL APTITUDE: Requires the ability to visually inspect items for proper length, width, and shape using job related equipment which may include standard measuring and recording devices.
MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in using automated office equipment.
MANUAL DEXTERITY: Requires the ability to handle a variety of items, automated office equipment, control knobs, switches, etc. Must have the ability to use one hand for twisting motion or turning motion while coordinating other hand with different activities. Must have average levels of eye/hand/foot coordination.
COLOR DIFFERENTIATION: May require the ability to discern color.
Applications can be submitted online at www.tuscaloosa.com.
The City of Tuscaloosa is an Equal Opportunity Employer
Located along the banks of the Black Warrior River in west-central Alabama, Tuscaloosa is led by a mayor/council form of government and is home to 99,543 residents and a thriving business community.
In the words of Mayor Walt Maddox, we welcome you to absolutely the best city in the nation and one of its most progressive communities.