Recreation Specialist

The Recreation Program Specialist for the Recreation and Cultural Services Department provides specialized program, facility, and administrative support. The position assists customers with program registration and facility reservations; supports assigned recreation, cultural arts, and special events; processes financial transactions and records; maintains recreation software and public information; and helps ensure efficient, welcoming, and professional Community Center operations.

The position may provide lead support, orientation, training, and workflow coordination to assigned part-time customer service staff, volunteers, and contracted instructors within established procedures. The position does not hire, discipline, formally evaluate employees, approve leave, establish work schedules, or exercise independent supervisory authority.

Assignment-specific duties vary based on department needs and supervisor direction and are not necessarily performed concurrently. Work requires independent judgment within established policies and procedures, advanced computer skills, strong written and verbal communication, and effective service in a busy public setting.
 Provide accurate information regarding recreation programs, memberships, events, facility rentals, fees, policies, procedures, and community resources. Resolve routine customer concerns and refer complex, sensitive, or policy-level matters to the appropriate supervisor.

• Assist with planning, coordination, staffing, and on-site delivery of department programs, cultural activities, and special events at the Community Center, City parks, and other locations.
• Coordinate facility rentals, including communicating with prospective clients and following up on agreements, insurance, permits, security deposits, deadlines, balances due, and other rental requirements.
• Monitor and respond to external and internal inquiries accurately, professionally, and in a timely manner.
• Prepare, proofread, organize, and distribute correspondence, agendas, flyers, posters, signs, public notices, media information, meeting minutes, reports, spreadsheets, records, and other department documents in accordance with City communication standards.
• Assist with training staff in the use of recreation software for facility booking, program registration, membership, and point of sale.
• Serve as a department subject-matter resource for recreation registration and facility reservation software.
• Assist with program, facility, cultural arts, and special-event marketing, including creating and updating assigned City webpages and online information in accordance with City communication, accessibility, records-retention, and branding standards.
• Assist with facility and event setup and cleanup, including tables, chairs, audiovisual equipment, sports and play equipment, staging, and collection of trash as needed.
• Register customers for programs, schedule facilities, receive cash, check and card payments, reconcile receipts, prepare deposits, process refunds, and comply with City cash-handling policies.
• Maintain recreation software data, configurations, program and facility information, user procedures, reports, and updates required by Finance or other City policies.
• Assist with processing invoices for payment, preparing billing invoices, and monitoring and following up on delinquent accounts.
• Maintain participation records, customer and mailing lists, department mail distribution, office supplies, materials, and related administrative records.
• Open and close the Community Center as scheduled and complete required building, safety, and security procedures.
• Work cooperatively with other City departments, community partners, instructors, vendors, volunteers, and the public.
• Perform limited routine custodial work such as vacuuming, sweeping, mopping, collecting trash, and restocking supplies in restrooms and the fitness room when needed to support operations.
• Perform other duties as assigned.

When Assigned to Cultural Services
Under general direction, support the development, implementation, and evaluation of assigned cultural arts plans, programs, partnerships, grants, special projects, and community activities. The work focuses on program planning, implementation, evaluation, promotion, community engagement, and administrative support.
Assignment Responsibilities May Include

• Plan, organize, coordinate, implement, and evaluate assigned cultural arts programs, performances, exhibits, festivals, celebrations, and special events.
• Communicate with commissioners, artists, performers, cultural organizations, businesses, schools, volunteers, and community partners.
• Coordinate artist, performer, instructor, vendor, and contractor participation, including agreements, schedules, facility needs, payments, and compliance documentation.
• Track program participation, expenses, revenue, public benefit, community feedback, and other measures used to evaluate cultural arts programs.
• Develop promotional materials and coordinate public information for assigned cultural programs and activities.
• Assist with preparing, administering, monitoring, and reporting on grants and grant-funded activities.
• Recommend improvements, partnerships, and new cultural arts opportunities based on community needs, available resources, and department priorities.

When Assigned to Rosehill Community Center Operations
Under general direction, support Community Center programs, facility events, special events, private rentals, and day-to-day facility operations. The position may provide operational support to assigned part-time customer service staff and volunteers consistent with the lead responsibilities established in this job description.
Assignment Responsibilities May Include

• Coordinate assigned Rosehill Community Center programs, facility events, special events, and private rentals from initial inquiry through post-event follow-up.
• Prepare and maintain reservations, contracts, payment schedules, security-deposit records, insurance documents, permits, setup information, deadlines, and other rental records.
• Communicate event information and operational requirements to renters, employees, vendors, instructors, and other involved parties.
• Coordinate room setups, audiovisual needs, facility access, vendor-arrival information, and other rental logistics.
• Address routine renter concerns and operational issues within established policies and refer complex, sensitive personnel, or policy matters to the Recreation Supervisor.
• Maintain vendor and resource information and assist with marketing the facility for weddings, meetings, celebrations, community events, festivals, and tourism-related uses.
• Evaluate rental processes, customer feedback, facility use, and operational practices and recommend improvements.
• Communicate supervisor-established priorities and procedures, assist with orientation and training, coordinate workflow, and report observed work issues, training needs, staffing-coverage concerns, facility concerns, and operational matters to the Recreation Supervisor.

Required Knowledge, Skills and Abilities

• Ability to provide welcoming, professional, and solutions-oriented customer service and communicate clearly and effectively with diverse audiences in person, by telephone, in writing, and through electronic communication.
• Ability to establish and maintain effective working relationships with customers, volunteers, instructors, vendors, community partners, department staff, and other City employees.
• Ability to use contemporary office and customer-service equipment, including multi-line telephones, payment terminals, copiers, scanners, cameras, and related devices.
• Proficiency in Microsoft 365 applications, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint, and ability to learn City systems used for recreation management, records, communications, and webpage content management.
• Knowledge of modern office procedures, records practices, document preparation, spreadsheets, databases, and electronic file management.
• Ability to accurately process and maintain financial transactions and records in accordance with City procedures.
• Ability to work independently within established policies and procedures, exercise sound judgment, maintain confidentiality, and remain effective during busy or stressful periods.
• Ability to write and proofread clear, accurate, and professional public-facing information using appropriate spelling, grammar, punctuation, and organization.
• Demonstrate reliability, follow-through, organization, and accountability in completing assigned work.
• Ability to adapt to changing schedules, priorities, timelines, operational needs, interruptions, and work scope while effectively coordinating multiple activities and projects.
• Knowledge of common practices in public recreation, community-center operations, facility rentals, cultural services, and special-event planning and delivery.
• Ability to synthesize operational information and translate it into clear reports and performance measures related to department objectives.
• Ability to analyze operations, identify problems, and recommend practical improvements that strengthen customer service, consistency, efficiency, and program or facility performance.
• Ability to interpret and apply established policies, procedures, rental requirements, program guidelines, and financial controls.

• Ability to assist with training and workflow coordination for part-time employees while maintaining appropriate supervisory boundaries and referring personnel matters to the Recreation Supervisor.

Physical Demands and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee regularly sits, stands and walks for prolonged periods; uses hands to finger, handle, or feel objects, tools, or controls.  The employee frequently is required to talk and hear.  The employee frequently stands, walks, reaches, stoops, kneels, crouches, and moves throughout the facility.
Work is performed primarily in a busy community-center and recreation environment with frequent public contact, interruptions, and changing priorities. The employee must maintain a professional demeanor; respond appropriately to facility incidents and emergencies; and move, arrange, and store tables, chairs, staging, audiovisual equipment, recreation equipment, and event materials. The employee must be able to lift and carry up to 40 pounds, with or without reasonable accommodation. The employee may occasionally work above shoulder height when arranging or storing facility equipment. The position routinely requires evening, weekend, and holiday work and other hours necessary to support department operations, programs, rentals, and events. 
Minimum Qualifications

• High school diploma or GED.
• Three years of progressively responsible experience in customer service, office administration, recreation, community center operations, facility rentals, cultural programming, or special events; or an equivalent combination of education and experience that provides the knowledge, skills, and abilities required for the position.
• Proficiency with computers, spreadsheets, databases, office technology, and customer or recreation-management software sufficient to effectively perform assigned duties.
• Experience processing financial transactions and maintaining accurate records.
• Experience assisting with employee training, team coordination, or operational support.
• Legally authorized to work in the United States and able to complete employment-eligibility verification as required by federal law.
• Successful completion of a job-related background check.

Preferred Qualifications

• Associate degree or higher in recreation, business administration, hospitality, event management, communications, arts administration, public administration, or a related field.
• Experience working for a municipal recreation department, community center, convention facility, event-management organization, cultural organization, or entertainment venue.
• Experience coordinating facility rentals, weddings, public programs, cultural activities, or special events.
• Experience using recreation registration and facility-reservation software.
• Experience creating or editing webpages and preparing public-facing communications.
• Experience training or coordinating work with part-time employees, volunteers, instructors, or contractors within established procedures.
• Experience assisting with grants, contracts, public commissions, or community partnerships.

Licenses and Certifications

• Valid Washington State driver’s license and driving record acceptable to the City.
• Current CPR/First Aid certifications or willingness to obtain within the first four months of employment and maintain them throughout employment.