Special Projects Coordinator - Intergovernmental Affairs & Volunteer Program

The role of the Special Projects Coordinator is to develop, implement, and coordinate major city-wide programs, services, and events to ensure alignment with City policies, goals, and strategic plans.

Distinguishing Characteristics: The Special Projects Coordinator independently coordinates city-wide programs, services, and events. Assigned areas of focus may include one or more of the following: economic development and tourism; special event services; volunteer programs; diversity, equity, inclusion, and belonging; intergovernmental affairs; or other identified area. This position is a key liaison between the City, Council, stakeholders, and the public.

Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Project Management. Initiates and organizes projects related to area of focus. Analyzes issues and formulates solutions. Develops, implements, and administers projects and programs. As appropriate, develops budget guidelines and/or solicits partnerships/sponsorships.
• Develops overall program goals and objectives in cooperation with City stakeholders.
• Develops policies and procedures and ensures compliance with relevant state and local laws and other regulations.
• Develops and implements communication and marketing efforts. Plans, organizes, and implements comprehensive and effective promotional and public relations programs to address key external and internal audiences. Oversees coordination and implementation of city-wide promotional activities related to assigned area of focus.
• Acts as the key liaison between city departments and staff, Council, community groups, stakeholders, and the public. Responsibilities include frequent and responsible public contact.
• Fosters a positive and supportive work environment; promotes diversity, equity, inclusion, and belonging in the workplace, contributing to an environment of respectful living and working in a multicultural society.
• May supervise contingent staff, including on-call, seasonal, volunteer, and intern positions. Coordinates, conducts, and facilitates training as needed.
• Organizes, schedules, coordinates, and manages day-to-day and overall promotional activities, special programs, and special events.
• Develops and maintains cooperative efforts and relationships with public and private agencies, organizations, associations, and groups.
• Identifies or promotes issues or events affecting Kirkland residents and businesses. Provides ongoing problem solving and resolution assistance to community members, businesses, Councilmembers, and City staff.
• Develops and delivers presentations before City Council, boards and commissions, the community, businesses, service organizations, and the media.

• Oversees tourism related consultant contracts, budgets and workplans. Monitors the timeliness and quality of their work.
• Serves as key liaison for business constituents and represents the City in business support organizations and collaborations regionally and in the City.
• Administers annual Lodging Tax, Community Event, Business, and City-funded Outside Agency grant programs, including application process, funding recommendations to City Manager, and contract oversight.
• Provides staff support to the Lodging Tax Advisory Committee (Tourism Development Committee), Kirkland Cultural Arts Commission, and other appropriate community groups and provides information, technical expertise, advice, and recommendations related to the City's tourism efforts.

• Manages all aspects associated with the evaluation, approval, permit conditioning, and oversight of permitted special events to ensure compliance with local, state, and federal laws and regulations.
• Leads, directs, and coordinates activities of the City's interdepartmental Special Events Service Team (SET) to ensure event permits are coordinated in a manner consistent with the Kirkland Municipal Code.
• Serves as subject matter expert by providing comprehensive information, technical expertise, strategic advice, and actionable recommendations related to special events.
• Enforces special event permit rules and regulations by conducting compliance inspections to identify and resolve issues and assess penalties for violations.
• Administers and issues permits for street and park banners, commercial filming, and block parties.

• Develops volunteer recruitment plans, including identifying job duties, coordinating with key staff, identifying target groups, and establishing a timetable for recruitment activities. Recruits, interviews, and screens volunteers and matches applicant with program needs. Resolves operational problems such as scheduling, reassignments, and personnel conflicts. Develops a recognition plan for volunteers and coordinates recognition events.

• Provides staff support to Council's Legislative Work Group, City of Kirkland and Lake Washington School District Coordinating Committee, and other appropriate boards or committees. Provides information, technical expertise, advice, and recommendations related to the City's intergovernmental affairs.
• Monitors and analyzes local, regional, state, and federal issues that may impact the City and briefs relevant staff and elected officials on issues that require City engagement. Supports Government Affairs Manager in advancing the City's priorities in the region through coordination of the City's participation in development and review of regionally significant policies, establishing effective relationships with regional partners, and coordination of the City's external grant applications and reviews.

• Supports implementation of the City's Diversity, Equity, Inclusion, and Belonging Five-Year Roadmap, including developing DEIB performance measures, and applying DEIB practices through all programming, outreach, and events as assigned, and collaborating on the City's Language Access Plan.
• Works in coordination with Neighborhood Services Team, the City of Kirkland Library Board, the internal DEIB Champions team, and participates on other service teams as assigned.

• Performs functions as assigned in the City's Emergency Operations Plan.
• Provides input on annual budget and supports preparation of budget for area of focus.
• Serve on City committees or work groups as needed.

Why Kirkland?

Ranked as one of the most livable cities in America, Kirkland is an attractive and inviting place to live, work, and visit. We have big city vision while maintaining a small-town, community feel. If you are a candidate with the desire to join an organization looking to innovate into the future, the City of Kirkland is the place for you!

If you ask our employees why they love where they work, they will tell you about the great people, work environment, supportive leadership and City Council, and fearless innovation.

We also invest in you!

Competitive Wages: We strive to maintain competitive compensation packages and work to provide wages that meet the knowledge, skills, and abilities of our employees.

Awesome benefits: The City offers benefits that are unmatched by most other employers. Please click on the benefits tab above to view more details.

Childcare Programs: To help address the challenge of finding reliable childcare, the City of Kirkland has reserved spots for City employees at local and regional providers, available at a discount. New employees gain access to Kirkland's reserved spots as soon as they start employment. Learn more!

Training and Career Development: The City of Kirkland believes in developing it's employees. You will have access to training opportunities designed for career development and advancement based on your position, skills, and interests.

• Ability to plan, organize, lead, and manage large and complex programs and projects.
• Advanced analytical, public relations, and communication skills (both verbal and written) to comprehend, interpret, and explain rules, regulations, legal requirements, and policies to a diverse audience and facilitate problem solving discussions.
• Advanced interpersonal skills to build and maintain effective working relationships with a variety of internal and external customers and stakeholders.
• Knowledge of City ordinances and codes as well as other applicable laws and regulations.
• Knowledge of policies, functions, and procedures of all City Departments.
• Knowledge of bookkeeping, accounting principles, and record keeping.
• Strong organization skills, attention to detail, and ability to manage multiple priorities simultaneously.
• General computer skills including the use of word processing, spreadsheet, presentation, email, and other basic office software. Working knowledge of City's internal software packages (timekeeping, accounting, volunteer management, etc.) is desired.

Minimum Qualifications:

• Education: Bachelor's degree in Business, Recreation Administration, Public Relations, Public Administration, or closely related field.
• Experience: 3-5 years progressively responsible experience in developing, implementing, and administering programs, preferably in the public sector.
• Or: In place of the above requirements, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual's knowledge, skill, and ability to proficiently perform the essential duties and responsibilities listed above.

• Must have a valid Washington State Driver's license and ability to remain insurable under the City's insurance to operate motor vehicles.

Physical Demands and Working Environment:Work is performed in a typical office environment. Some work will be completed in the community, outdoors, attending meetings, conducting field visits, or event inspections. Requires evening and weekend work. Position may require standing for extended periods of time.The Special Events Services position encounters foot hazards as defined by the WAC, which may include any of the following: falling objects, rolling objects, piercing/cutting injuries, or electrical hazards.

Position requires a resume and cover letter for consideration of application. Please note how you meet minimum qualifications within the cover letter. Applicants who are selected for next steps in the hiring process will be invited by phone or e-mail. Candidates are encouraged to apply at the earliest possible date as screening, interviewing, and hiring decisions will be made through the recruitment period, until such time as the vacancy is filled. First review of applicants will be made by 15th day from original post date.

The City of Kirkland is a welcoming community where every person can thrive and grow. We value diversity, inclusion, belonging, and work together to support our community. We do this by solving problems, focusing on the customer, and respecting all people who come into the City whether to visit, live, or work. As an Equal Opportunity Employer, we are committed to creating a workforce that does not discriminate on the basis of race, sex, age, color, sexual orientation, religion, national origin, marital status, genetic information, veteran status, disability, or any other basis prohibited by federal, state or local law. We encourage qualified applicants of all backgrounds and identities to apply to our job postings. Persons with a disability who need reasonable accommodations in the application or testing process, or those needing this announcement in an alternative format, may call 425-587-3210 or Telecommunications Device for the Deaf 711.