Parks & Recreation Services Specialist

The Parks & Recreation Services Specialist serves as the Administrative Assistant for the entire Outagamie Parks System, including Plamann Park, Dog Park, Mosquito Hill Nature Center, and the county trail system. This position provides comprehensive administrative, financial, operational, and customer service support. The role assists with program coordination, facility scheduling, recordkeeping, purchasing, public communication, and compliance to ensure the effective delivery of parks, recreation programs, and community services.

Adaptability is key to success in this role. The department is actively implementing new initiatives, creating a dynamic and evolving work environment. Successful candidates will be comfortable navigating change, able to understand broader organizational goals, and capable of working independently while aligning their work with the department’s mission. This position will include working indoors and outdoors so must be flexible.

Hours: Monday-Friday 8:00 AM-4:30 PM. Some flexibility required for events and there may be overtime required based on business need.

Comprehensive Benefits package which includes being a part of the Wisconsin Retirement System Pension!

• Provide clerical and administrative support to the Outagamie Parks Staff.
• Answer and screen telephone calls determining if questions/messages are appropriate to department; relay messages to other departments as appropriate; assist with responding to inquiries about various operations from the general public.
• Prepare correspondence, reports, agendas, and meeting minutes. Coordinate meetings, appointments, and department events.
• Coordinate purchasing and ordering of supplies, equipment, and materials; track inventory and ensure timely procurement.
• Maintain department records, files, permits, contracts, and program documentation.
• Maintain confidential personnel and departmental information.
• Financial & Accounting Support
  • Process purchase orders, invoices, vouchers, accounts payable and receivable.
  • Track program revenues, fees, and expenses.
  • Manage and coordinate all office purchases and serve as point of contact to all outside vendors; coordinate meetings and appointments with various department personnel, internal/external staff, local officials, and general public; schedule internal department meetings and external meetings and events, allotting sufficient time for staff to prepare for said meetings/appointments.
• Program, Facility & Rental Support
  • Assist in planning, coordinating, and promoting recreation programs, events, and activities.
  • Manage all park, facility, and shelter rentals, including reservations, permits, scheduling, and customer communication.
  • Coordinate property showings, rental logistics, and ensure smooth execution of day-of-event activities.
  • Oversee key distribution and return for rentals and facilities.
  • Support registration processes and maintain accurate participant and rental records.
  • Assist with contract management and vendor coordination related to programs and rentals.
• Customer Service & Public Communication
  • Serve as a primary point of contact for the public in person, by phone, and via email.
  • Provide information regarding programs, facilities, policies, and fees.
  • Address customer concerns professionally and elevate when necessary.
  • Assist with website updates, social media content, newsletters, and promotional materials.
• Compliance & Operations
  • Assist with implementation of departmental policies and procedures.
  • Ensure proper documentation for permits, contracts, and program compliance.
  • Maintain regular and predictable attendance; overtime/extra hours may be required.
  • Generate a positive image for the department by communicating with internal/external customers in a timely and efficient manner, conducting such business in a professional manner.
  • Perform other related duties as assigned.

• Administrative experience, preferably in municipal, recreation, or public service settings.
• Knowledge of basic accounting principles and budget tracking.
• Experience with social media and marketing tools preferred.
• Equivalently, a combination of education and experience that provides the required knowledge,…