Peabody & Bandshell Operations Assistant

PURPOSE

The purpose of the position is to assist and work with the Peabody & Bandshell Manager to coordinate all operational and customer services related to the programing of theatrical performances, concerts, community, and special events at the Peabody Auditorium, Oceanfront Bandshell and Park. Will coordinate catering, beverage operations, and concessions for the Peabody Auditorium, Oceanfront Bandshell and Park on rental days.

Primary responsibility will be overseeing the day-to-day operations, coordination of clients' contract services, and providing a high level of customer service at Peabody Auditorium where the programming of usage has been contracted and/or permitted for usage. The position performs administrative duties including coordinating theater operations services, scheduling and supervising all event-required city and contracted services, such as police, fire/EMS, third party city contracted services i.e. unarmed security, pre-during and post-show venues cleaning/housekeeping, traffic control, valet, shuttle transportation, solid waste removal and off-site parking coordination. Work with county managed parking lots and garages to make sure scheduling of opening times are meant and parking services are provided at a level to prevent any delays in performance start times or traffic back-ups due to lot entry or exiting. Perform other duties as assigned by Peabody & Bandshell Manager.

EDUCATION, TRAINING, & EXPERIENCE

Experience in Theater or Business; supplemented by three (3) years previous experience or training in special events, theater and supervision of personnel, and proven ability to organize and coordinate; or an equivalent combination of education, training, and experience.

SPECIAL REQUIREMENTS

Requires the ability to obtain and maintain a valid Florida driver's license. Must pass a driver's license check, drug test, criminal history background check, periodic CJIS background checks and other related checks for the police department.

JOB DESCRIPTION

ESSENTIAL FUNCTIONS

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Assists in providing financial reports for the preparation of annual budgets to be submitted to the Peabody & Bandshell Manager as budget recommendations.

Provide accurate actual service costs for closing performance settlements to the Peabody & Bandshell Manager before providing to the Peabody & Bandshell Booking Manager.

Keeping accurate financial records which may include maintaining financial records of services provided for monthly reviews of budget accuracy. Assists in providing a capital venues project list to be submitted to the Peabody & Bandshell Manager for budget recommendations.

On-site supervision of events, establishing and maintaining positive community contacts and public relations, and supervising adjunct staff. Serves as liaison with community volunteers and prepares their works schedules. Implement and oversee the recruiting, securing and training of all volunteers that act as ushers, door guards, greeters and ticket takers.

Supervises the House Manager.

Scheduling of city and contracted services that are coordinated at a high level of service from being well trained and pre/post-performance communications with service providers for operations necessary for events. Manages event set-up and breakdown.

Supervise the full - time maintenance staff to provide a clean, safe environment for patrons, guests and staff which may require creation of a work order to Public Works.

Create work orders to Public Works to keep the exterior of the venues, clean, safe, with all required lighting in working condition and oversee a well-maintained landscaping program. Ensure that skilled trade personnel are available and on call as needed for emergency and after-hours facility repair needs.

Work with Information Technology to ensure all security cameras are in working order at Peabody and Bandshell.

Serves as liaison with the stage manager and/or stagehands as needed.

Attend meetings assigned by the Peabody & Bandshell Manager.

Coordinates the scheduling and supervising of city workers and casual workers for Bike Week and Biketoberfest.

Must be able to work nights, weekends, and City observed holidays, as needed. Attend Peabody Auditorium, Oceanfront Bandshell, and Park events as needed including weekends, nights and holidays.

MARGINAL FUNCTIONS

Performs related duties as required.

PERFORMANCE APTITUDES

Data Utilization: Requires the ability to calculate, compute, summate, and/or tabulate data and/or information. Includes the ability to perform subsequent action in relation to these computational operations.

Human Interaction: Requires the ability to inform and guide others by applying principles of professional counseling in addressing specific situations.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of descriptive data and information, such as leases, billing statements, and manuals.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; ability to utilize principles of fractions; ability to interpret graphs.

Functional Reasoning: Requires the ability to carry out instructions furnished in written, oral, or diagrammatic form. Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action.

Situational Reasoning: Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving evaluation of information against measurable or verifiable criteria.

ADA COMPLIANCE

Physical Ability: Tasks involve the ability to repeatedly exercise moderate, though not constant physical effort, typically involving some combination of climbing and balancing, stooping, kneeling, crouching, and crawling, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (30-50 pounds).

Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability.

Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, toxic agents, violence, disease, or pathogenic substances.

PERFORMANCE INDICATORS

The work performance of supervisory personnel of the City of Daytona Beach is routinely evaluated according to the performance criteria outlined herein:

Knowledge of Work: Has considerable knowledge of the methods, procedures and policies of the City of Daytona Beach as such pertains to the performance of the essential duties of the Peabody & Bandshell Operations Assistant. Has considerable knowledge of principles and practices of professional work assisting in developing and coordinating auditorium duties for the City. Has considerable knowledge of the laws, ordinances, standards, and regulations pertaining to the essential duties and responsibilities of the position. Has considerable knowledge of the organization of the department, and of related departments and agencies. Clearly understands the occupational hazards and safety precautions required to perform the essential functions of the work. Has considerable knowledge of terminology and related professional languages used within the department as such pertains to work responsibilities. Knows how to maintain cooperative and effective relationships with intra- and interdepartmental personnel, as well as any external entities with which position interacts.

Quality or Work: Maintains high standards of accuracy in performing duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains quality communication and interaction with intra- and interdepartmental personnel, and any external entities with which position interacts.

Quantity of Work: Performs described Essential Functions and related assignments efficiently and effectively in a manner to produce a quantity of work which consistently meets established standards and expectations.

Dependability: Assumes responsibility for completion of assigned functions. Completes assigned work within established deadlines in accordance with directive, policies, standards, and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human and conceptual areas

Attendance: Attends and remains at work regularly and adhere to policies and procedures regarding absenteeism and tardiness. Provides sufficient notice to upper management with respect to vacation time and leave requests.

Initiative and Enthusiasm: Exhibits and enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished and initiates appropriate and acceptable action for the completion of work with a minimum of supervision and instruction.

Judgment: Exercise analytical judgment in areas of responsibility, identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identification of alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advisement where appropriate, and research issues, situations, and alternatives prior to exercising judgment.

Cooperation: Accepts supervisory and managerial instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarifications of results of consequences are justified, i.e., poor communications, variance with established policies and procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation both intra-and interdepartmentally.

Relationships with Others: Shares knowledge with managers, supervisors and co-workers for mutual benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships both intra-and interdepartmentally, and with external entities with whom position interacts. Tactfully and effectively handles requests, suggestions, and complaints to establish and maintain goodwill. Emphasizes the importance of maintaining a positive image.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of work elements and establishes a personal schedule accordingly. Attends required meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules.

Safety and Housekeeping: Adheres to all established safety and housekeeping standards, to include regulatory entities. Ensures such standards are not violated.

Planning: Plans, coordinates and utilize information effectively in a manner to improve activities and production. Knows and understands expectations regarding such activities and works to ensure such expectations are met. Develops and formulates ways, means, and timing to achieve established goals and objectives. Effectively and efficiently organizes, arranges, and allocates manpower, financial and other designated resources to achieve such goals and objectives.

Organizing: Efficiently organizes own work and that of subordinates as well. Ensure personnel under charge understand what results are expected of them, and that each is regularly and appropriately informed of all matters either affecting or of concern to them.

Staffing: Works with upper management, where appropriate, to select and recommend employment of qualified personnel. Personally directs the development and training of personnel under charge, ensuring their proper induction, orientation, and training.

Leading: Provides a work environment, which encourages clear and open communications. Has a clear and comprehensive understanding of the principles of effective leadership, as well as the application of such principles to functions under charge. Provides adequate feedback to personnel under charge concerning their performance in terms of excellent, satisfactory, or lacking. Commend and rewards personnel under charge for outstanding performance and takes timely and appropriate disciplinary action as necessary. Exercises enthusiasm in influencing and guiding others toward achievement of established goals and objects.

Delegation: Assigns duties and responsibilities as necessary and/or appropriate to meet goals, enhance abilities of personnel under charge, build their confidence, and assist them in personal growth. Establishes and maintains confidence in personnel under charge to meet new or additional expectations. Maintain professional courtesy and grace under pressure.

Decision Making: Exercises discretion and judgment in developing and implementing courses of action affecting functions under charge. Recognizes when a particular policy, procedure or strategy does not foster the desired result. Moves decisively and explicitly to develop and implement alternatives.

Creativity: Regularly seeks new and improved methodologies, policies and procedures for enhancing the effectiveness of functions under charge. Employ imagination and creativity in the application of duties and responsibilities. Is not averse to change that supports achievement of goals and objectives.

Human Relations: Strive to develop and maintain excellent rapport with personnel under charge. Listen to and consider their suggestions and complaints and responds appropriate. Establish a work environment to promote and maintain mutual respect.

Policy Implementation: Has a clear and comprehensive understanding of policies regarding functions under charge and the function of the organization. Adheres to all policies in the discharge of duties and responsibilities and ensures the same for personnel under charge.

Policy Formulation: Maintains current knowledge of changes in operating philosophies and polices; and routinely reviews such policies to ensure any changes in philosophy or practice are appropriately incorporated into functions under charge. Recognizes and understands the relationship between operating policies and practices and morale and performance. Strives to ensure established policies enhance same.

The City of Daytona Beach is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City of Daytona Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Exempt: No

Remote: No

Type: FT Employee

Department: Development Services