Community Schools Specialist

Overview

POSITION TITLE (Oracle title)

COMMUNITY SCHOOLS SPECIALIST I

WORKING TITLE

Community Schools Specialist I-Community Use

SCHOOL/DEPARTMENT

Community Services

LOCATION

Crossroads II, Cary, NC

PAY GRADE

Noncertified Grade 26

FLSA STATUS

Nonexempt

ELIGIBILITY FOR EMPLOYMENT CONTRACT

No

WORK WEEK SCHEDULE

Monday-Friday (occasional evenings and weekends) Position is available for a hybrid telework workweek

POSITION

PURPOSE:

Responsible for coordinating community use rentals from reservation request through post-event follow-up. Handles client communications, including responding to needs and writing client reports and communicating client needs to other staff members. Explains clearly to clients the costs and details for community use events. Processes reservation requests and invoices for community use according to departmental guidelines. Documents monies received and applied toward community use reservations.

Works within the school system to ensure deadlines for the clients are met.

• Serves as the primary point of contact and creates, builds, and maintains strong long-term relationships with assigned clients.

• Assists in providing timely responses to customer requests through email, phone, online, screen-share, and in-person meetings.

• Responsible for keeping current clients satisfied and delivering exceptional client service on a day-to-day basis; follows-up with clients after an event to retain their business.

• Ensures the timely and successful processing and delivery of reservation confirmations and invoices according to customer needs and within departmental guidelines; establishes a timeline of performance.

• Maintains timely and accurate documentation of community use of facilities’ records for all rental clients, including, but not limited to, government agencies, for-profit and non-profit agencies, central office departments, and individual schools.

• Collaborates and works with the Administrator when a client fails to meet/uphold contractual terms.

• Communicates and coordinates with schools and central services staff (energy management, security, maintenance, risk management, athletics, child nutrition services (CNS), etc.) to resolve conflicts, constraints, and concerns due to the scheduling and use of Wake County Public School System (WCPSS) facilities by non-school site-based groups.

• Meets clients’ needs and deliverables according to contracted timelines.

• Ensures current certificates of liability insurance, signed confirmations, and payments for use are received prior to the event start date; documents monies received and applied toward community use events.

• Maintains broad knowledge of client accounts and WCPSS facilities.

• Escalates damages caused by client to community use team for resolution; works with the school, maintenance and operations, and/or third-party vendors to assess and repair/replace.

• Responsible for informing the Administrator whenever client fails to comply with contracted terms of use, including late or nonpayment.

• Maintains timely and accurate documentation of community use of facilities records; keeps team members apprised of potential issues, late payments, etc.; prepares weekly reports on account status to share with team members.

• Responsible for working with the community use team to assist new clients; develops and maintains positive relationships with new and existing clients, including visits to school sites to meet with school staff and clients; tours and inspects fields; proactively addresses school and/or client’s concerns, and verifies space capacity.

• Performs other related duties, as assigned.

Qualifications

• Associate’s degree in business, communications, marketing, or relevant field; AND

• Two years successful work experience…