Programs and Facilities Administrator at Town of Mammoth Lakes – Mammoth Lakes, California

DEFINITION
Provides administrative support to all functions of the Parks and Recreation Department, including recreation programming, facility operations, administration, and parks maintenance. Under administrative direction, the Program and Facilities Administrator supports staff in the successful delivery of multi-purpose, year-round, indoor, and outdoor recreation programming accessible to all residents and visitors.
SUPERVISION RECEIVED AND EXERCISED
Receives direct supervision from the Parks and Recreation Director and indirect supervision from the Recreation Manager and Parks Manager.
Duties include but are not limited to:

• Promote and assist with the delivery of youth and adult programs, community events, permitted special events, and recreation activities.
• Administer the DaySmart Recreation reservation platform; coordinate facility reservations; camp/program reservations; leagues/tournaments; customer management (profiles and communication) and other activities.
• Assist guests in reserving and paying for recreation products, facilities, permits and equipment.
• Administer the special event permitting process and equipment reservations; coordinate with special event producers to gather required paperwork, fees and approvals.
• Liaise with school officials, community groups, youth sporting organizations and recreation providers regarding program offerings, events, activities and coordination of services.
• Maintain records for registrations and fees collected; administer the collection and organization of participation waivers.
• Provide customer service at the front counter/recreation facilities, on the phone, and via email to both internal and external customers.
• Provide routine information on departmental policies and reservation procedures as appropriate to customers.
• Collaborate with Recreation Supervisor(s) to maintain the Parks and Recreation Programs and Facilities Manual and implement updates as required. Purge outdated information in accordance with the Town’s Records Retention Policy.
• Administer cash and posting of receipts in Caselle for recreation activity products, facility reservations and operations, and special event permit fees as needed.
• Assist with administration and implementation of the Department’s communication plan; prepare and distribute program flyers and event publicity; and communicate with customers using online platform notification channels.
• Assist with administration of the Parks and Recreation Department website.
• Administer the customer satisfaction survey for programs and facilities.
• Participate in the preparation of the Departmental strategies and objectives and annual work programs; assist with preparing and presenting annual performance analysis.
• Coordinate Town of Mammoth Lakes pool vehicles reservations.
• Administer the Parks and Recreation shared outlook calendars.
• Perform related duties as assigned.

QUALIFICATIONS

Knowledge of:

• Procedures and practices for developing, coordinating, and implementing recreational related activities and programs.
• Web-based registration software, point-of-sale systems, and other recreation-related software.
• Customer service best practices.
• Modern office practices, procedures, methods, and equipment.
• Occupational hazards and standard safety precautions.
• English usage, spelling, grammar, and punctuation. Command of Spanish is a plus.

Ability to:

• Coordinate, organize, implement, and promote recreation and leisure-time activities and specialized events.
• Interact with the public in a courteous, professional, and friendly manner.
• Plan, organize, and schedule work tasks.
• Interpret and explain Town policies and procedures.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Communicate clearly and concisely, both orally and in writing.
• Understand and carry out oral and written directions in accordance with established timelines.
• Compile and maintain records; prepare routine reports.
• Work independently in the absence of supervision.
• Operate programs within allocated budget.
• Be present and available for work. Work an irregular schedule when necessary, including nights, weekends, and holidays.
• React with good judgment and follow Town procedures in emergency situations.

Experience and Training:
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• Possession of, or ability to obtain within state-required timeframe of ten (10) days of hire, a California Class C driver’s license with an acceptable driving record. Must pass an appropriate background check prior to the hire date.
• Possession of or ability to obtain within 12 months of hire: Class B driver’s license with passenger endorsement; current cardiopulmonary resuscitation (CPR) certificate; and, basic first aid certificate.
• Certified Park and Recreation Professional (CPRP) Certification preferred.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The Town reserves the right to revise or change classification duties and responsibilities as the need arises. The description does not constitute a written or implied contract of employment.