Summary
Description
Job Summary
The City of Fort Collins is seeking a Lead Specialist, Special Events to join our Emergency Preparedness & Security department. The Lead Specialist, Special Events serves as the primary point of contact for event producers, the public, and City leadership on all matters related to special event permitting, providing expert guidance on municipal regulations, coordinating permitting activities across City departments, and facilitating cross-departmental meetings to ensure clear expectations, safety considerations, and regulatory compliance.
This role oversees the full lifecycle of special event permit processes including code analysis, process improvement, customer service evaluation, report preparation, technology integration, website content management, and performance metric development while also serving as an arbitrator when internal priorities conflict. The Lead Specialist collaborates closely with Communications to ensure accurate event information is shared with the community, supports A/V and technology needs, manages the digital permitting tools, and maintains strong relationships with internal and external stakeholders.
The position requires excellent communication, project management, and interpersonal skills, the ability to work independently, and proficiency with standard office software; experience with EProval is preferred but not required. This role will require work on some nights, holidays, and weekends for special events.
Essential Duties and Responsibilities
The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all inclusive.
- Serves as point of contact for special event permit questions, requests and issues from event producers, the public, and City Leadership.
- Coordinates special event permitting activities throughout the City organization (e.g., Police/Fire, Liquor, Code Compliance, Parks/Recreational Areas, Traffic, Parking, Street Closures, etc.).
- Facilitates meetings with event organizers and City departments/agencies involved with permitting the event to ensure all parties are in alignment with expectations and/or requirements as they relate to the upcoming event and disseminates discussion points from meeting to all parties to ensure compliance.
- Conducts analysis of, and if necessary, revision of current special event Municipal Code language, administrative regulations, permit processes, and coordination activities.
- Assures high-quality customer service by evaluating the results of overall operations and service levels and provides regular reports to the Director, EPS as needed.
- Regularly seeks feedback from internal City staff, and peers in other municipalities, as to the effectiveness and success of special event permit processes and requirements.
- Serves as arbitrator and decision maker in cases of internal conflict or competing priorities related to special event permitting.
- Incorporates safety and security considerations into all special event permit requests.
- Works closely with Communications and Public Involvement Office to ensure clear communication about scheduled events to City staff, the community at large and affected neighborhoods and stakeholders.
- Coordinates the use of A/V equipment needed for events as well as any special technology needs.
- Creates and maintains website and social media content related to special event permitting and operations.
- Researches, designs and develops new online permitting tools and technology.
- Produces and presents reports on special event requests, schedules, and issues and provides regular reports to the Director, EPS.
- Develops and administers performance metrics to gauge program and process effectiveness and customer satisfaction.
- Develops and maintains an operating budget.
- Works a flexible schedule that includes weekends and evenings as needed.
Management Responsibilities
Yes
City Competencies
- Demonstrated cultural competence to effectively interact, work, and develop meaningful relationships with people of diverse identities, perspectives, and cultural backgrounds.
- Strong learning orientation. Leverages all resources and is creative in ways of learning for self to continue adapting to changing issues and trends.
- A desire and ability to understand the diverse needs of internal and external customers, and to create experiences and deliver services that exceed their expectations.
- A desire and ability to utilize digital tools for organizational information, individual, and teamwork.
Required Knowledge Skills and Abilities
- Knowledge of special event permit processes, municipal code compliance, special event planning logistics and coordination.
- Ability to interface effectively with City staff, other public agencies, and the general public.
- Strong public relations, negotiation, project management, and strategic planning skills.
- Familiarity with emergency management, contingency management planning
- Excellent communication skills, including writing, proof reading and public speaking.
- Ability to manage multiple projects and work assignments from a variety of staff.
- Knowledge of basic A/V equipment.
- Excellent interpersonal skills, with high professionalism.
- Ability to accomplish projects and assignments with little supervision.
- Strong customer service ethic and high expectations for quality.
- Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, Project; email and web searches.
- Website management skills preferred.
Required Qualifications
MinimumPreferredCollege degree or equivalent work experience. Some positions may require functionally related certification or advanced degrees Bachelor's degree in Business, Public Administration, Performing Arts management, Marketing, or related field from an accredited college or university preferred
Experience Requirements
- 2 years’ experience coordinating special events and/or office administrative management; or equivalent combination of education and experience. Significant work experience can substitute for the degree.
At the City, we are focused on finding the strongest candidate for the role, and we recognize that excellence can come from a wide variety of experiences and paths. When reviewing applications, we consider an equivalent combination of knowledge, skills, education, and lived experiences that align with the minimum qualifications. If you are interested in this opportunity, we encourage you to view your background broadly and highlight the skills and experiences that best prepare you for the role.
