Community Events Coordinator

Community Events CoordinatorThe City of Paso Robles is seeking a motivated and detail-oriented professional to join our Recreation Services Division as a part-time Community Events Coordinator. This is an exciting opportunity to be at the center of the events that bring our community to life, from the 4th of July celebration to the New Year's Eve Bonfire. In this role, you won't just support events, you'll help create the experiences residents look forward to all year long. In this dynamic role, you will coordinate a wide range of community events and support the City's special event permit process from start to finish. You'll work closely with event organizers, City departments, vendors, and community partners to ensure events are well-planned, compliant, and successful. The ideal candidate is highly organized and detail-oriented, with strong communication and coordination skills. They thrive in a fast-paced environment, are comfortable managing multiple priorities, and take a proactive, customer-focused approach when working with a variety of stakeholders. A strong ability to problem-solve, adapt, and collaborate is key to success in this role. Nestled in the heart of California's scenic Central Coast, Paso Roblesshort for El Paso de Robles, or "The Pass of the Oaks"offers a unique blend of small-town charm, natural beauty, and modern opportunity. Originally founded around its famous mineral hot springs and rich agricultural heritage, Paso Robles has grown into a dynamic and thriving community. The region enjoys a Mediterranean climate with warm, sunny days and cool evenings, ideal for both outdoor living and agricultural innovation. With its rolling hills, majestic oak trees, and panoramic vineyard views, Paso Robles provides a truly inspiring setting for work and life. Paso Robles' central location within San Luis Obispo County offers residents easy access to a wide array of cultural, educational, and recreational attractions. Just a short 30-minute drive south lies California Polytechnic State University, San Luis Obispo (Cal Poly), a nationally ranked institution known for its hands-on learning and innovation. This proximity fosters strong connections to cutting-edge research, continuing education, and a highly educated talent pool. To the west, scenic Highway 1 leads to the iconic Hearst Castle in San Simeon, a historic landmark that draws visitors from around the world with its stunning architecture and sweeping coastal views. Within the county, residents can also enjoy the vibrant coastal towns of Morro Bay, Cambria, and Pismo Beach, as well as the eclectic energy of downtown San Luis Obispo. From wine tasting and hiking to art galleries, surf spots, and farmers' markets, San Luis Obispo County offers an exceptional quality of life. Today, Paso Robles is best known as a premier wine region, home to over 200 wineries producing world-class Zinfandels, Cabernet Sauvignons, and Rhne varietals. But wine is just the beginning. The city boasts a vibrant downtown filled with boutique shopping, award-winning restaurants, and a bourgeoning local arts scene. Cultural highlights include the Paso Robles Wine Festival, California Mid-State Fair, and a variety of community events that bring residents together year-round. A wide array of housing options, good schools, a welcoming business environment, and proximity to outdoor destinations make it an ideal place to live and work. Whether you're a young professional, a growing family, or someone looking to make a lifestyle change, the City of Paso Robles offers the perfect balance of opportunity, community, and California charm. The City of Paso Robles was incorporated in 1889 as a general law city and operates under the Council-Manager form of government. As of January 1, 2025, the City's population has grown to approximately 31,061, reflecting consistent growth over recent years as more residents are drawn to the City's high quality of life, strong community identity, and comprehensive municipal services. The City is a full-service municipality, meaning it provides a wide range of essential public services directly to its residents. These include police and fire protection, emergency medical response, water and wastewater utilities, parks and recreation, planning and development services, public works, and community enrichment programs. The City is committed to delivering responsive, effective, and efficient services that enhance the well-being of its residents and support a safe, sustainable, and vibrant community. The governing body consists of a five-member City Council: the Mayor, elected at large by the voters of the City; and four Councilmembers elected by district. Voters also elect one City Treasurer at-large. All six elected positions are non-partisan. The City Manager, appointed by the City Council, serves as the Chief Executive Officer and is authorized to appoint all non-elected employees, with the exception of the City Attorney. The City operates with a total annual budget of $145.7 million for fiscal year 2025-26 and employs 312.44 full-time equivalent positions across the departments of Administrative Services, City Manager's Office, Community Development, Community Services, Fire and Emergency Services, Police, Public Works, and Utilities. The Community Services Department provides programs, services, and events that enhance quality of life and foster community connection. The Department includes Library Services, Recreation Services, Parks and Trails Maintenance, and Homeless Services divisions. The Recreation Services Division's mission is to create a better community through people, programs, places, and experiences. This is achieved by offering recreational and special event programming that promotes personal enrichment, fitness, and well-being for people of all ages. The following duties are typical of this classification. Incumbents may not perform all of the duties set forth below and/or may be required to perform additional related duties to address City needs and evolving business practices. Coordinates the City's special event permit process, including reviewing applications for completeness, insurance compliance, fee payment, adherence to municipal codes, and City policies. Routes applications for departmental review, tracks conditions of approval, and prepares and issues permits, approval letters, and related documentation. Verifies insurance coverage limits and required endorsements, and monitors compliance before, during, and after events, including ADA accessibility, public safety standards, and permit conditions. Acts as a liaison between event organizers and City departments, facilitating interdepartmental communication, scheduling coordination meetings, and ensuring compliance with regulations and operational requirements. Provides technical guidance and procedural support to event organizers, including review of site plans, traffic control plans, safety plans, and event layouts, and answers questions regarding permitting requirements and municipal regulations. Assists with development of event timelines, operational plans, logistical coordination, and provides on-site support to ensure safe, well-organized, and successful events. Supports marketing and promotion of City-hosted events, including press releases, social media coordination, and community engagement to strengthen partnerships and enhance participation. Maintains accurate records of applications, permits, insurance certificates, contracts, and correspondence. Processes purchase orders, vendor agreements, and invoices, and assists with budget tracking and cost recovery documentation. Provides administrative and logistical support during events, coordinating with public safety personnel regarding staffing and emergency access. Conducts post-event documentation and compliance reviews, and recommends improvements to enhance efficiency, safety, and community engagement for future events. Knowledge of: Principles and practices of event coordination and execution, including logistical and operational considerations for community events. Principles of public engagement, communication, and stakeholder coordination. Municipal permitting processes, regulatory compliance requirements, and related municipal codes and City policies. Risk management, insurance documentation, and verification procedures. Basic budgeting, cost recovery, and public agency procurement processes. Modern office practices, methods, software, and recordkeeping systems, including electronic tracking of permits, contracts, and correspondence. Ability to: Interpret and apply municipal codes, City policies, and permit procedures consistently and accurately. Manage multiple permit applications, event plans, and deadlines with a high degree of organization and attention to detail. Provide technical guidance and procedural assistance to event organizers, departments, and vendors. Communicate effectively and professionally, both verbally and in writing, with diverse stakeholders including City staff, community organizations, vendors, and the public. Establish and maintain collaborative working relationships across departments and external partners. Work independently within established guidelines while exercising judgment and initiative to resolve routine issues and escalate complex situations as needed. Compile and review operational and post-event data to assist in identifying opportunities for improving efficiency, safety, and community engagement. Coordinate and collaborate effectively across multiple City departments to resolve procedural or operational issues and ensure successful event outcomes. Human Relations and Communications Skills Requires frequent internal and external contacts to carry out organizational programs, explain specialized matters, or enforce laws, ordinances, policies, and procedures. May include occasional contact with higher