Conference Center Specialist

Full Job Description

Are you looking for a position with a work/life balance? Do you want to earn four (4) weeks off during your first year of employment? Do you want low and no cost health insurance options?

If you answered “yes” to any of these questions, you need to complete your application now. Work for the city you love!!!

The Jacksonville Public Library Department is actively seeking a Conference Center Specialist.

Did you know as a City of Jacksonville employee, you would also have twelve (12) paid holidays and a personal leave day as well?

In addition to health insurance, dental, vision, life insurance and flexible spending plans are also available.

City of Jacksonville employees are also eligible for Federal Student Loan Forgiveness after ten (10) years of public service and on-time payments.

This is professional work in the planning, coordinating, booking, and execution of activities at the Main Library Conference Center.

Work requires knowledge of techniques, methods, and procedures used in the operation of a conference center which involves the use of specialized skills or specialized equipment, which is acquired through a combination of training and considerable on the job experience.

As a lead worker, may schedule, assign, monitor, and review the work of others under general guidance of the supervisor.

Supports the overall mission of the Library by providing customer service in a manner that creates a positive customer experience.Contacts with others require skills in understanding people, sensitivity to others' point of view, persuasiveness and/or assertiveness, and is often required to influence behavior, change an opinion, or turn a situation around to achieve project objectives.

The work is performed following assigned goals and objectives, requiring ability to interpret policies and procedures, creativity in program development and design, and incumbent is expected to exercise independent judgment in the performance of duties.

Work is performed in an office environment and due to the nature of meeting and event operations, the employee will be required to work weekdays and will frequently be scheduled in the evenings, late at night, and on weekends.

Operates office equipment such as a personal computer.

Physical demands may involve moderate activities during the setting up and tearing down of meetings and events such as lifting and carrying objects weighting up to 30 pounds as well as organizational tasks in office and storage areas.

Maintains appearance standards by reporting facilities issues and picking up litter on library grounds and other light custodial duties.

The work is performed under general supervision where the work assignments are varied and, although subject to standard practices and procedures, the worker is permitted some latitude to set own priorities subject to superior's approval.

Requirements

• Plan logistics, prepares, organizes, and executes internal and external meetings and events, which may also include special events, entertainment programs and productions.
• Attends meetings with internal and external clients regarding meetings and events. 
• Conducts venue tours and promotes use of the Conference Center and Main Library event spaces to potential and returning clients.
• Supports the overall mission of the Library by providing customer service in a manner that creates a positive customer experience.
• Works with internal and external clients and vendors to create to-scale floor plans following Event Industry Council’s best practices, building life safety plans, occupancy limits, and fire code/safety restrictions. .
• Coordinates needed services from internal city departments or outside vendors.
• Provides details and assists other team members with meeting and event set ups and tear downs.
• Attends all meetings and events to coordinate and monitor all activities, including load-in, client/vendor set up and tear down, and load out.
• Assists clients with audiovisual needs
• Creates an event report at the end of each venue rental and notes on custodial and security contractor performance during venue rental.
• Submits requests for appropriate security, custodial and police needed for each meeting and event with post locations, shifts requested, and any notes or special request.
• Keeps abreast of changing technology and demonstrates proficiency in the Library Technical Competencies. 
• Serves as person on duty as assigned.
• Participates in the interview process for the selection of new staff.
• Operates standard office equipment such as personal computers using word, spreadsheet, database, and other various computer applications such as Cvent Social Tables and websites in establishing and maintaining records and files. .
• Assists with maintaining appearance standards by reporting facilities issues and picking up litter on library grounds.
• Demonstrates proficiency in the City of Jacksonville’s competencies.
• Performs related work as required.

Qualifications

• Knowledge of principles and practices of hospitality management, sales, marketing, and venue management.
• Knowledge of event logistics and basic entertainment technical requirements such as sound, staging, lights, electrical, and audio-visual equipment.
• Skill in collecting information from clients and vendors and creating floor plans accordingly.
• Ability to plan logistics, prepare, organize, execute, and evaluate meetings and events .
• Ability to gather information from customers and effectively respond to their complaints and inquiries.
• Ability to establish and maintain effective working relationships.
• Ability to work with diverse populations and to provide services in a non-judgmental and non-discriminatory manner.
• Ability to communicate effectively verbally and in writing.
• Ability to operate standard office equipment such as personal computers using word, spreadsheet, database, and other various computer applications and websites in establishing and maintaining records and files.
• Ability to process payments following established Financial procedures.

Additional Information

• Four years of education and/or professional experience in meetings, events and venue management or a related field, of which must include:
• At least one year of responsible experience in organizing meetings or events and/or entertainment programs involving logistical planning and event execution.
• Mobility, dexterity, and full range of motion are required for this position.

OTHER REQUIREMENTS:

• The probationary period for this class is six months.

A FULLY COMPLETED ONLINE APPLICATION IS REQUIRED. Apply at www.jacksonville.gov. Work history is required for all employment/volunteer work in which qualifications are being based.

When meeting/basing qualifications on education, a copy of your college transcript, with your social blacked out, is required with your application. U.S.

transcripts do not need to be official, but must state your name, the school’s name, classes taken, grades received, type of degree, and date degree was conferred. Transcripts outside the U.S.

must be converted to U.S. standards.

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Certain servicemembers and veterans, and the spouses and the family members of such service members and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in employment and are encouraged to apply for positions being filled.

If claiming veteran's preference, you must attach a DD-214 (Member Form-4 copy) or military discharge papers, or equivalent certification from the Department of Veterans Affairs listing military status, dates of service and character of discharge.

You must also attach the Veterans Preference Certification Form and if applicable, the additional forms as noted here: http://www.coj.net/departments/employee-services/veterans-preference.

If a candidate believes he or she was not afforded veteran’s preference, he or she may file a written complaint, within sixty (60) calendar days upon receipt of notification of the hiring decision, requesting an investigation to:

Florida Department of Veterans Affairs

Attention: Veterans’ Preference Coordinator

11351 Ulmerton Road, Suite 311-K

Largo, FL 33778-1630

Email: VeteransPreference@fdva.state.fl.us