Office Support Specialist- Parks Recreation

Parks And Recreation Administrative Support Provides administrative and customer service support for Parks and Recreation, with primary responsibility for coordinating facility and park rentals, maintaining rental records, and communicating with renters, community organizations, City departments, and facility staff. Job Functions The following duties represent the major responsibilities of this position. Employees may be assigned other related duties. Assigns and coordinates facility and park rental reservations. Reviews contracts for rental times, attendance, parking, setup needs, and diagrams, and explains applicable requirements for food trucks, inflatables, permits, insurance, generators, and equipment placement. Processes rental contracts and verifies that completed paperwork is scanned and saved to the appropriate household account in RecTrac. Maintains accurate and accessible rental records. Prepares and distributes weekly rental, event, and program schedules, contracts, and setup information to designated staff, including custodial and maintenance personnel. Verifies that contracts match scheduled reservations and communicates changes. Coordinates rental and program needs before, during, and after events. Serves as a point of contact for on-site staff at Hometown Heroes Park and other parks and facilities to address questions, concerns, and operational needs. Coordinates Police officer requests for rentals and athletic events. Collects and submits request forms, confirms arrangements with renters, explains officer costs and payment requirements, and communicates event changes or cancellations. Notifies renters of weather-related field closures, documents affected reservations, and processes rescheduling or refunds in accordance with department policies. Processes rental deposit refunds and reviews deposit reports to identify outstanding balances and deposits retained for recurring rentals. Serves as liaison to athletic organizations, maintaining current agreements and seasonal paperwork, coordinating facility use and reservation blocks, and updating organization records. Coordinates field lining requests and related payments with maintenance staff. Coordinates facility holds and rental arrangements for City departments, large events, recurring rentals, and annual events. Reviews availability, potential conflicts, attendance, parking, permit needs, and required approvals. Coordinates 501(c)(3) nonprofit events and rentals, responds to inquiries, collects required documentation, routes requests for approval, and maintains related records. Reviews upcoming reservation calendars to identify conflicts, missing rental information, or scheduling concerns. Updates booking availability for holidays and maintenance closures and coordinates closure extensions with maintenance staff. Prepares invoices and payment reminders, collects and records rental and organization payments, issues receipts, and maintains supporting documentation. Compiles monthly rental statistics and reports for the Assistant Director, excluding internal bookings where appropriate. Organizes results in spreadsheets and maintains supporting records. Reviews and updates RecTrac household accounts, verifies resident classifications, and identifies and merges duplicate accounts in accordance with established procedures. Maintains current rental fee schedules, contracts, and policy forms to reflect approved changes. Distributes updated materials to staff and the front desk, saves current versions in shared files, and coordinates publication of rental-specific updates with designated staff. Responds to general Parks and Recreation emails, telephone calls, and in-person inquiries. Provides accurate information, assists with account updates, and directs refund requests and other matters to the appropriate supervisor or staff member. Coordinates customer service training for part-time aides and administers front desk policies and procedures to ensure consistent service and adherence to department expectations. Prepares correspondence and memoranda for special requests, maintains department files, and receives and distributes mail. Builds effective working relationships with renters, community partners, coworkers, and other City departments. Performs other related duties as assigned.