Job Title

Job Family

Job Code

Job Exempt

Special Events Permit Coordinator

Seiu_White_Collar

SEPCOPD

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

S16

Hourly

$22.61

$28.83

$35.05

Job Description

Performs responsible administrative work involving the receipt and screening of applications for outdoor events. Work includes the collection of supporting documents for public assembly, outdoor loudspeaker, block parties, fireworks, aeronautical (helicopter) and film permits. Work requires extensive coordination with multiple city departments and adherence to City Clerk deadlines. Employees assigned to this classification have considerable public contact and must exercise discretion, tact, and diplomacy in explaining code requirements and answering questions. Work is performed under general supervision and reviewed regularly by the Section Commander of the Special Operations Division.

Minimum Qualifications:

Associate's Degree and two (2) years experience working in municipal or county government with permitting, code enforcement, or obtaining permits for outdoor events, including experience using Microsoft Office applications such as Excel and Word; or an equivalent combination of education, training, and experience. Valid Florida Driver's License required. Must pass police background investigation, which includes polygraph examination.

Responsibilities

EXAMPLES OF WORK PERFORMED:
Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Processes permits for permitted outdoor public assemblies, parades, outdoor loudspeaker, fireworks, aeronautical (helicopter) and block parties; collects proof of insurance, necessary liquor licenses, verifies facility use contracts, reviews traffic control plans and fire marshal inspections as required.

Serves as liaison between public and city departments. Assigns city department personnel to review according to event requirements and scope. Coordinates and attends meetings with promoters for event planning and initiates meetings with city departments as needed.

Communicates and guides applicants on permit requirements, instructs on use of permitting software.

Troubleshoots problems that may arise during the permitting process.

Consults with Traffic Lieutenants and Sergeants to review staffing and road closures. Requests Sergeants to run parade or road race routes to verify the number of positions and review for safety concerns like road hazards and construction.

Schedules extra duty officers for events, runs, walks, as needed. Creates staffing details and disseminate to necessary personnel, ensures all personnel working have all necessary information when staffing level does not require detail to be created. Maintains contact list for outside agency coordinators providing off duty officer.

Sends pre-event and post event invoices to promoters. Collects all required permitting fees and staffing costs pre-event and collects outstanding balances post event.

Prepares and presents permits needing City Council’s approval via electronic submission to the agenda. Adheres to style requirements and deadlines set by City Clerk’s Office.

Issues permits, provides copies to necessary personnel at the Police Department, Mayor’s Office, Fire Chief and Public Safety Director.

Prepares and submits payroll reports for events with proof of payment. Reconcile any pre-deposited funds, secure refunds as needed through memorandum package to the OPD Fiscal Unit.

Serves as point of contact, with some administrator level responsibilities, for the online permit management program, credit card merchant services and extra duty management system.

Investigates complaints from the public regarding permitted and unpermitted events as well as complaints from city departments for permitted events. Participates in set up and post event critique meetings.

Maintain storage of all work product according to Florida Records Retention Schedules, responds to Public Records Requests.

Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of City of Orlando Departments and Offices and their operations.

Knowledge of City of Orlando’s neighborhood features, parks, and recreational facilities.

Knowledge of applicable local, state, and federal laws, rules, and regulations relative to special event permitting.

Knowledge of City of Orlando policy and procedures, rules and regulations and training bulletins.

Skilled in using Microsoft Office software, specifically Word and Excel.

Ability to work with web-based computer software and effectively guide new users.

Ability to calculate rates, percentages, fractions, decimals, and whole numbers to calculate fees from city departments and staffing, as well as reconcile fees with pre-deposited funds.

Ability to adapt to changes; to include changes in priorities, deadlines, laws, computer software, etc.

Ability to communicate effectively verbally and in writing.

Ability to think critically and problem solve on a regular basis.

Ability to collaborate with others to meet deadlines.

Ability to work independently.

Ability to prioritize work effectively.