Job: Recreation Administrative Assistant

Job Description

Job Type: Full time, Hourly

Wage: $17.38 - $26.34/hr. 

Location: Buena Vista, CO.

Job Description

The Recreation Administrative Assistant manages the reservation system for the Community Center, Town parks and ballfields, coordinates internally and externally with all parties involved to ensure success, and serves as the front desk liaison for the Town of Buena Vista Recreation Department. The Recreation Administrative Assistant responds to public inquiries, collects payments and registrations, and performs daily, weekly, and monthly tasks around the department.

JOB DUTIES The following statements are illustrative of the essential functions of the job and do not include other nonessential or peripheral duties that may be required. The Town of Buena Vista reserves the right to modify or change the duties or essential and additional functions of the job at any time.

• Serves as primary point of contact for Town facility rentals internally, with local community partners, for long-term rentals, and for the public.
• Manages internal reservations for Town Staff including scheduling Board of Trustee Meetings, Municipal Court and Jury Trials, Recreation Advisory Board Meetings, Planning and Zoning Hearings, and other Town meetings and events as requested.
• Coordinates the scheduling of meeting and/or programming space for local community partners such as the Chaffee County Commissioners, Chaffee County Public Health, and the Buena Vista School District.
• Fields questions from the public and coordinates public rental requests.
• Collects payments, security deposits, and waivers for public rentals not received through ACTIVE Net reservation software. Inspects facilities for damage and cleanliness after each rental and adjusts the security deposit refund if necessary.
• Maintains the Town facility calendars both physically and digitally.
• Ensures rentals have access to their facilities by setting out keys for Community Center rentals and by placing permits at the parks and pavilions.
• Acts in support of Town audio/visual meeting needs as directed and acts as primary audio/visual support for external rentals as requested.
• Leads the setup and take-down of tables, chairs, and other non-audio/visual meeting needs for critical Town and local government meetings such as the Board of Trustees, the Chaffee County Commissioners, and Municipal Court.
• Ensures the Community Center is stocked with cleaning and meeting supplies and purchases supplies for our facilities when needed.
• Drafts long-term rental agreements and confirms the signature of the public renter.
• Communicates with Program Coordinators to ensure programming has adequate facility reservations.
• Communicates with Special Event Coordinator and Parks staff about the schedule for outdoor facility reservations.
• Provides customer service and reception duties for the department.
• Provides general information and responds to specific customer questions requiring additional research.
• Routes inquiries to specific staff members for more complex matters and interpretation issues.
• Processes department finances on a weekly basis.
• Assists with the preparation of the department budget and the setting of facility rental fees.
• Assists with ACTIVE Net reservation software and department website management as directed.
• Compiles facility use data and prepares monthly staff reports to submit to the Recreation Director.
• Manages the Boat Launch Permit process for commercial rafting outfitters to use the Town of Buena Vista Boat Ramp under the direction of the Recreation Director.
• Manages the BV Rec Sponsorship program for local businesses including sending letters, collecting payments, ordering sponsorship materials under the direction of the Recreation Director.
• Develops marketing materials for the department and distributes the information through print, radio, web, email, and social media. Attends and participates in department staff meetings and takes minutes for Recreation Advisory Board meetings.
• Other duties as assigned.

SUPERVISORY RESPONSIBILITIES None

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Microsoft Office and Google Suite systems
• ACTIVE Net or similar reservation/registration software
• Word Press or similar website maintenance systems
• Risk management, including limiting liability associated with facility rentals
• Basic audio/visual equipment and connections

Skills and Ability to:

• Communicate effectively orally and in writing
• Use personal computer and smartphone for communication, word processing, database management, spreadsheet applications, and website management
• Establish and maintain effective working relationships with staff, event organizers, and community members
• Stay highly organized and process information with an attention to detail
• Manage multiple projects occurring simultaneously to completion
• Demonstrate strong customer service skills on daily basis

EDUCATION AND EXPERIENCE

Education/Training:

• High School Diploma or GED required.
• An associate’s or bachelor’s degree from an accredited college or university preferred.

License or Certificates:

1) Must possess and maintain Colorado driver’s license;

2) Valid first-aid and CPR certification or must acquire certifications within three months of date of hire.

Work Experience:

1) Experience working in an office environment preferred;

2) Small, rural community experience preferred.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the functions of the job. Work involves walking, talking, hearing, using hands to handle, feel, or operate objects, tools, or paper, and reaching with hands and arms.

Environment: Some duties of this position are performed in an office environment and involve sitting at a computer for extended periods. Some duties are performed outdoors including in inclement weather, uneven terrain, and extreme noise.

Physical: Frequent sitting, standing, step climbing, and walking. Must be able to operate motor vehicles. Employee should be capable of lifting and moving numerous types of equipment. Employee must be capable of lifting 40 pounds repeatedly. May require climbing, balancing, bending, stooping, squatting, kneeling, and/or crouching.

Vision: The employee must have good close, distance, and peripheral vision, as well as depth perception and the ability to adjust focus.

Hearing: The employee must be able to talk and hear in order to communicate information and maintain awareness of the environment. Employee must be able to use a telephone.

**Disclaimer: The duties and responsibilities described above are not a comprehensive list and additional tasks may be assigned to the employee, time to time; the scope of the job may change as necessitated by business demands. Click “View Application” below for more detail on this specific job.