Recreation and Rental Administrator

The purpose of this job is to manage the scheduling and reservations of park facilities, event spaces, athletic fields, and pavilions to ensure the efficient use of resources by coordinating bookings, resolving scheduling conflicts, and maintaining an organized reservation system.

Department
:
Parks & Recreation

Pay Grade
: 75, Non-Exempt

Starting hourly rate
: $23.29

Five (5) years’ experience in clerical, word processing and spreadsheet applications or an equivalent combination of related training and experience.

High School diploma or equivalent.

Certifications, Licenses:

Must have dependable transportation

A pre-employment criminal background check.

The purpose of this job is to manage the scheduling and reservations of park facilities, event spaces, athletic fields, and pavilions to ensure the efficient use of resources by coordinating bookings, resolving scheduling conflicts, and maintaining an organized reservation system.

GENERAL POSITION

DUTIES AND RESPONSIBILITIES:

The following duties are normal for this position. However, they are not to be construed as exclusive or all–inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.

• Performs clerical duties such as: scan and e-mail various documents promptly; photocopies various documents.
• Maintains records, prepares forms, verifies information and resolves routine problems.
• Carries out and assists supervisor with various projects; gathers information, organizes materials, assembles documents.
• Assists in serving as a department receptionist for Parks and Recreation. Makes appointments and provides information to public, clients, vendors and others according to policy, procedure and set protocols. Documents complaints, information requests and other information.
• Schedules all rentals of county parks buildings, pavilions, usages of parks fields and spaces.
• Collects and processes all payments for rentals, issuing receipts and managing refunds when applicable.
• Distributes codes to renters for access to the facilities.
• Maintains an accurate calendar of reservations and activities, ensuring availability and minimizing conflicts.
• Ensures accurate record-keeping of bookings, payments, cancellations, and usage statistics.
• Prepares reports on facility usage, customer feedback, and trends to inform departmental planning.
• Assists in troubleshooting and resolving any issues with reservation system.
• Monitors compliance with facility use agreements and rules;
  Coordinates with parks and recreation staff to address issues or violations promptly.
• Assists with updating policies as needed to reflect current operational needs.
• Reviews and follows up with all rentals to ensure adherence with booking policies and procedures.
• Serves as the primary point of contact for inquiries about facility reservations and availability.
• Communicates effectively with renters regarding amenities, rules, regulations, fees, and usage guidelines.
• Uses recreation management software to process reservation requests, manage payments, and generate reports.
• Communicates scheduling updates and conflicts to supervisor and relevant teams.
• Will be contact person for any request for county events outside the city limits. Will be required to make sure the event organizer has all the right permits before the event can take place.
• Serves as liaison between Parks Department and dedicated user groups for scheduling of lights, field usage, rainouts, and door codes.
• Assists with coordinating department programs and events as well as set up when needed.
• Assists in the planning and designing of promotional materials which includes brochures, routine letters, reports, notices and memoranda.
• Attend meetings within and on behalf of the department.
• Assists with finding and writing Parks grants.
• Enters IT and Maintenance tickets through the county work order system for the department.
• Covers the front desk of the Nature Center as needed.
• Serves as liaison between Parks Department and dedicated tournament directors for scheduling lights, field usage, distributing door codes, collecting insurance certificates and rental fees.
• Other duties as assigned.

FISCAL RESPONSIBILITIES

This position has no fiscal responsibilities.

COUNTY ORGANIZATION

DUTIES AND RESPONSIBILITIES:

Represents the Department to other County departments, elected officials, outside agencies, customers, County residents and visitors.

Provides quality customer service to individuals needing…