Office Coordinator - Parks & Recreation

EFFECTIVE DATE:

March 2024

OFFICE COORDINATOR - PARKS & RECREATION

March 2024 DEPARTMENT: PARKS & RECREATION

JOB CLASSIFICATION: FULL TIME

TechNet #770

PAY GRADE 4

PAY GRADES LINK

GENERAL PURPOSE

Under general supervision of the Executive Assistant, the Office Coordinator will perform a variety of customer secretarial duties and office operations. This individual must work well in a team environment.

ESSENTIAL FUNCTIONS

• Performs general receptionist duties, such as:
  • Provide the general public; registration, event, membership, facility reservations, direction and solutions to inquiries through high quality customer support
  • Must be accurate in handling finances, records, reporting and data entry responsibly and professionally
  • Assists with Recreation & Special Event preparation, organization and maintenance
  • Greets visitors, answers phone calls, responds to podium requests, and forwards calls in a pleasant and courteous manner
  • Forwards email and phone messages as needed and ensures their proper distribution
  • Answers questions and requests. Resolves problems and concerns
• Responsible for residents payments and registrations
  • Accepting payments
  • Daily cash balancing
  • Maintenance of team rosters at time of registration
  • Issue keys for facility rentals
• Assist Recreation Supervisor and Coordinators by;
  • Preparing program and/or team information
  • Timecard retrieval and assistance with preparation for payroll
  • Distribution of team uniforms
  • Ordering office supplies
  • Assist with city facility rentals including contracts
  • Monitor webpage
  • Answering questions and redirecting to appropriate staff member or other departments
  • ROA (background check) preparing forms and tracking ROA's
• Assists in organizing, updating and creating publicity, marketing and sponsor solicitations. Utilizes various forms of media, notices, publications, flyers and brochures to promote city-wide interest and use of recreation facilities and program participation
• Assists with mass communication notifications
• On occasion, may be required to work outside of regular office hours
• Must be able to meet attendance and punctuality requirements for this position
• Must abide by all city policies and procedures

• Performs other related duties as assigned
• Must have effective public relations skills with the ability to establish and maintain effective working relationships with the public, co-workers and supervisors
• Must be willing to learn

Must be able to meet attendance and punctuality requirements for this position. Must abide by all city policies and procedures. Must work well with others and be a team player.

Applicants will be required to submit to a criminal background check and drug test.

POSITION QUALIFICATIONS

Education and Experience:

High School graduate and 1-2 years customer service experience or equivalent is preferred

Necessary Knowledge, skills, and abilities:

• Must have basic understanding of the following,
  • Ability to use computer programs such as Microsoft Office, social media, graphics programs and Google Docs, Sheets and Presentation.
  • Office etiquette, answering phones, emails, texts and other means of communication.
  • The ideal candidate will demonstrate problem solving skills, be personable, professional, polite, compassionate, and a patient individual.
  • Must be organized and able to perform multiple tasks with little supervision
  • Ability to work both as a team and independently in carrying out work assignments.
  • Demonstrate excellent public relations skills and be very detail oriented.
  • Operate various computers, office machines, and equipment.
  • Communicate effectively verbally and in writing.
• Must be capable of learning:
  • New software programs such as, but not limited to Everbridge, Podium, internal registration software, sfcitytix, jotform and Canva.
  • Skill in the use of a variety of office machines and computers
  • City policy and department procedures
  • Knowledge of Spanish Fork City and events to answer various questions regarding the Parks and Recreation department as well as other general information regarding the city.

Special Qualifications:

• Applicants are required to:
  • Sit or stand for extended periods of time.
  • Must be able to lift 25 pounds
  • Occasional work outside of office location and outdoors
  • Must have a valid Utah Driver's License.
  • Applicants will be required to submit to a criminal background check and drug test.