The City of Pasadena is seeking a Filming and Event Coordinator to oversee permit processes including assistance over the phone and at a public counter and attendance at Citywide departmental meetings to establish film shoot or event parameters.

IDEAL CANDIDATE
The ideal candidate is well versed with the Pasadena community, City departments, and all other key players involved in coordinating filming events throughout the City. The successful candidate will possess exceptional organizational, interpersonal, and conflict management skills to carry out the essential responsibilities with considerable independence within a framework of established policies and procedures.

Essential Functions

The major responsibilities of this position are listed below.

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  Responds to public inquiries by providing rules and regulations, location information, rates, date availability and technical information and by answering related questions; accepts and processes permit applications; prepares bills and collects fees; resolves billing and collection issues; publishes, maintains and archives permits and files; provides general administrative support as needed.

• Reviews applications and sends to appropriate City departments for approval; schedules and attends meetings with City departments and/or impacted businesses and residents to determine logistics and resolve issues prior to permit approval; coordinates with permit applicants on modifications to the permit application; notifies the public about filming or event impacts.

• Interfaces with the public, the production community, event promoters and businesses to market and promote City locations and businesses for filming and events; represents the City at conferences and trade shows; maintains location book for distribution to all production companies making inquiries to the film office; oversees publication of collateral materials and website updates.

• May attend scheduled events or film shoots and represents the City in providing onsite supervision and coordination of City resources with film companies, event producers, concessionaires, security and other event vendors; monitors events and filming for compliance with permit and City rules, regulations and ordinances; arranges contacts for services such as police, fire, ambulance and other public safety personnel and equipment in emergency situations.

Qualification Guidelines

The following list represents the core competencies needed for success in this position.

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  Adaptability - Responding positively to change and modifying behavior as the situation requires
• Attention to Detail - Focusing on the details of work content, work steps, and final work products
• Handling Stress - Maintaining emotional stability and self-control under pressure, challenge, or adversity
• Self-Management - Showing personal organization, self-discipline, and dependability
• Writing - Communicating effectively in writing
• Teamwork - Collaborating with others to achieve shared goals

EDUCATION AND EXPERIENCE

• Graduation from an accredited four-year college or university with a major in film production, facilities and events management, public relations or a related field, and
• Two years of progressively responsible experience in administrative support or involved in film production, event management or public relations; or an equivalent combination of training and experience. Experience may be substituted for education on a year for year basis.

SELECTION PROCESS
The selection process will consist of a training and experience evaluation, a written exam or interview panel and departmental-level interviews.

VACANCY INFORMATION
There is currently one vacancy in the Arts & Cultural Affairs Division, Film Section of the Planning and Development Department.

The resulting eligibility list from this recruitment may be used to fill additional vacancies and similar vacancies in the future.

Candidates selected for this position are subject to a one-year probationary work period.

Special Requirements

• Must possess a valid California Class C driver’s license and comply with the City’s Motor Vehicle Safety Policy during the course of employment.

Effective January 1, 2013, new members to CalPERS or an agency with CALPERS' reciprocity or who have more than a six month break in service between employment in a CalPERS (or reciprocal) agency will be subject to the provisions of the Public Employees' Pension Reform Act of 2013 (PEPRA) and will receive the 2% @ 62 benefit formula.

Employees who are current members of CalPERS or an agency with CalPERS' reciprocity, or who have less than a six month break in service between employment in a CalPERS (or reciprocal) agency and employment with the City will be enrolled in the 2.5% @ 55 benefit formula.

All employees are required to pay the full employee contribution to CalPERS.

Click link below to review the City's excellent benefits package https://ww5.cityofpasadena.net/human-resources/employee-benefits/

The City is closed on alternate Fridays and most staff observe a 9/80 work schedule.