Location: Duluth,MN, USA
Job Posting Information
About this Position
* The Parks Facility Coordinator works with our permitting and operations team to assist the public in utilization of park spaces.
* Key duties includescheduling and coordinating reservations, permits, and special event requests for Duluth Parks & Recreation facilities and spaces. Additional duties include responsibilities such as updating park kiosks, building checks, processing rental keys, issuing deposit refunds, and taking reservations.
* This position works a varying flexible schedule not to exceed 13.5 hours per week.
SUMMARY/PURPOSE
To schedule and coordinate reservation, permit, and special event requests for Duluth Parks & Recreation facilities and spaces.
SUPERVISION RECEIVED
For both one-of-a-kind and repetitive tasks, the supervisor makes specific assignments that are accompanied by clear, detailed, and specific instructions. Incumbents work as instructed and consult with the supervisor.
SUPERVISION GIVEN
Does not supervise.
Essential Duties & Responsibilities (other duties may be assigned)
1. Accept reservation and permit requests by phone, in person, online and via email, and create contracts between the customer and the City of Duluth using the recreation reservation software.
2. Ensure that all permitted events held in the Duluth Parks are safe, compatible with the permitted facility or space, effective in resource use, appreciative of land and infrastructure capacity, and consistent in meeting City goals, including achieving the Parks & Recreation Master Plan vision.
3. Provide front-line customer service, education, and information to the public regarding, permitting procedures, and various facilities and their available amenities.
4. Assist customers with information about various facilities regarding capacity, available amenities.
5. Review permit and special event applications.
6. Process permits, invoices, payments from customers; record revenue and make deposits with the Finance office; track insurance requirements.
7. Maintain and update the database of permits, reservations, schedules, and prepare related reports.
8. Assist with customer service, clerical, front desk, and other administrative tasks as assigned.
9. Assist at community outreach events.
10. Use the Recreation Management Software system and assist other employees on the use of recreation reservation software, advanced date scheduling, processing use permits, attaching appropriate disclaimers, editing and modifying reservation fees, mailing invoices, accepting payments, and processing online reservations.
11. Be an effective team member by exhibiting self-motivation, supporting other employees in handling tasks, interacting effectively and respectfully with others, showing a desire to contribute to the team effort, accepting assignments willingly, and completing tasks within agreed upon timelines.
12. Other duties may be assigned.
Minimum Qualifications
Age Requirement
A. Must be 18 or older by date of hire.
License Requirements
A. Possess and maintain a valid Minnesota Class D driver's license or privilege.
Education & Experience Requirements
A. A minimum of one (1) year of related education and/or of full-time, verifiable professional experience to include customer service as a primary responsibility.
Knowledge Requirements
A. Knowledge of modern office methods, specifically Microsoft Office programs related to word processing, desktop publishing, and spreadsheets.
B. Knowledge of alphabetizing, indexing, and filing systems.
C. Knowledge of City government and City development processes preferred.
D. Knowledge of computerized data management systems.
E. Knowledge of problem solving and conflict resolution techniques.
F. Knowledge of applicable safety requirements.
G. Knowledge of, or the ability to learn, City policies and procedures.
Skill Requirements
A. Skill in dealing effectively and respectfully with the public and exercising sound principles of customer service.
B. Skill in balancing complex usage regulations with scheduling requirements.
C. Skill in writing reports, letters, memos, and presentations in an understandable and logical format.
D. Skill in communicating logically and accurately in oral and written forms.
E. Skill in evaluating, analyzing, and explaining operational methods and procedures.
F. Skill in attending to administrative details of several permits, reservations, and special event permit requests simultaneously.
G. Skill in the operation of office equipment including, but not limited to, general computer systems, job required software applications, the internet, and modern office equipment.
H. Skill in managing one's own time.
I. Skill in completing assignments accurately and with attention to detail.
Ability Requirements
A. Ability to understand and follow complex policies/procedures and oral/written instructions.
B. Ability to work independently and exercise discretion in absence of specific instructions or supervision.
C. Ability to establish and maintain positive, effective working relationships with supervisors, employees, interns, volunteers, and the general public, including people of all ages, abilities, and from a variety of socioeconomic and ethnic backgrounds.
D. Ability to create and maintain a positive working environment that welcomes diversity, ensures cooperation, and promotes respect by sharing expertise with team members, fostering safe work practices, and developing trusting work relationships.
E. Ability to follow guidelines including City ordinances, departmental policies and procedures, regulations governing the use of specific facilities, and special use permit processes and regulations.
F. Ability to acquire a working knowledge of Parks facilities and spaces and permit regulations.
G. Ability to stand or sit for extended periods.
H. Ability to transport oneself to, from, and around various worksites and sites of public meetings.
I. Ability to perform onsite maintenance activities such as shoveling, sweeping, mopping, and general cleaning.
J. Ability to communicate and interact effectively both orally and in writing.
K. Ability to problem?solve a variety of situations.
L. Ability to set priorities and complete assignments on time.
M. Ability to attend work as scheduled and/or required.
Physical Demands
The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. No special physical demands are required to perform the work.
Work Environment
The work environment involves everyday risks or discomforts requiring normal safety precautions typical of places such as offices, meeting and training rooms, libraries, and residences or commercial vehicles (e.g., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals, etc.). The work area is adequately lighted, heated, and ventilated.
Selection Process Information
If you are selected as a finalist, you will be contacted to arrange an interview for this position.
The City of Duluth conducts the following pre-employment checks for this position:
* Criminal History Check
* Driver's License Check
* Drug Screening
All final candidates must successfully complete and pass the City's pre-employment process before their first day of employment with the City.