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Community Center Supervisor

JOB TITLE: Community Center Supervisor

DEPARTMENT: Boiling Spring Lakes Parks & Recreation

PAY GRADE: Grade 13   ($33,392 - $50,088) 

HIRING RATE:   Commensurate with experience                        START DATE: July 1, 2023 or later

                                                         General Statement of Duties

Performs a variety of administrative and customer service duties in a community center requiring considerable knowledge of the center programming, rule and regulations, and supervision of participants, staff and volunteers.  Serves as administrative assistant for the Parks & Recreation Department.

                                                   Distinguishing Features of the Class

An employee in this class performs a variety of administrative and customer service duties.  Work requires that the employee to collaborate with staff to establish activity schedules and staff coverage and monitor daily activities for quality control.  The employee collects program and membership fees, and maintains data base of membership, prepares reports, and supervises front desk assistants and volunteers. The employee also provides general administrative support to the Director and other department staff.  Work requires a broad knowledge of departmental operations to make effective decisions in serving the public, assigning and coaching staff, setting priorities and managing the center.  Work is performed under regular supervision and is evaluated through observation, conferences, and the quality and effectiveness of work completed.

                                                          Duties and Responsibilities

Essential Duties and Tasks

  • Provides general reception and customer service to community center visitors and members; provides information, program schedules, fee schedules and other information by phone and in person; participates in registering participants for programs and taking and processing fees.
  • Supervises and schedules assigned staff to ensure that the center is properly staffed at all times; plans and assigns work of staff; provides training, performance coaching and evaluation for assigned staff; keeps staff and management informed on relevant issues; assists with scheduling staff, compiling time sheets, processing invoices; handles confidential or sensitive information in an appropriate manner.
  • Manages RecDesk at the main desk and kiosks and uses the system to  collect membership fees, send reminder renewal notices;  provide membership reports; manage and maintain cash register and petty cash for the front desk; reconcile income and creates reports;  input daily deposits into financial software data base.
  • Creates and maintains memoranda of understanding with instructors.
  • Plans and organizes the administrative work flow of the office to accomplish needs for the staff; identifies and develops data base and other records management systems.
  • Handles public requests for services or information based on program and policy knowledge; often resolves problems or complaints without management's assistance.
  • Assists the public with rental of departmental facilities for special events and programs; maintains rental facility schedules; maintains departmental vehicle use schedule; takes fees and provides rental requirements and contracts.
  • Works closely with department head in budgeting, purchasing, and procurement of equipment, supplies, and materials for the department.
  • Processes purchase requests or other forms and coordinates purchases with department head, vendors, and Finance Department staff.
  • Assists with marketing of programs including dealing with media, preparing fliers, preparing brochures, etc.
  • Maintains necessary files and records; develops new forms or printed material as needed; types correspondence, memoranda, notes, reports or other materials using a word processing or automated system; composes drafts of letters, memoranda, reports and other materials; reviews and verifies records and reports for correct information; files and retrieves materials based on limited information and performs periodic follow‑up activities.
  • Monitors and addresses facility repair and maintenance needs through timely communication with maintenance staff.
  • Participates in cleaning as needed.
  • Serves as backup to other staff as needed.
  • Performs related duties as required.

                                                  Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

  • Thorough knowledge of office practices and procedures.
  • Considerable knowledge of departmental programs, policies, and procedures.
  • Considerable knowledge of office technology including word processing, data base management, spreadsheet design and usage, and other related resources.
  • Some knowledge of City budgeting, purchasing, and personnel policies and procedures.
  • Ability to handle multiple priorities utilizing sound judgement and based on knowledge of departmental issues and needs.
  • Ability to communicate effectively in person, in writing, and by telephone.
  • Skill in customer service problem-solving, teamwork and collaborative conflict resolution.
  • Ability to gather and compile materials from a variety of sources.
  • Ability to use judgment in organizing and establishing formats.
  • Ability to develop systems for retrieval and storage of departmental records.
  • Ability to establish and maintain effective working relationships with the general public, supervisor, City officials, and employees.
  • Ability to organize work for efficient processing, set and follow effective work priorities and meet established deadlines.
  • Ability to plan, organize, and assign the work of office staff and to provide training and performance coaching and evaluation.
  • Willingness to work a flexible schedule that includes nights, weekends and holidays.

Physical Requirements

  • Must be able to physically perform the basic life operational support functions of standing, walking, fingering, talking, hearing, and repetitive motions.
  • Must be able to perform sedentary work exerting up to 50 pounds of force occasionally, up to 20 pounds of force frequently and/or a negligible amount of force constantly to lift, carry, push, pull, or otherwise move objects.
  • Must possess the visual acuity to compile and compute data and statistics, operate a computer terminal, proof read materials, and do extensive reading.

Desirable Education and Experience

  • Graduation from business school and office management experience at a journey level including considerable public contact; or an equivalent combination of education and experience.
  • Minimum of 3 years front office management experience required.
  • Knowledge of RecDesk is not required, but preferred.

Special Requirements

  • Possession of a valid North Carolina driver’s license required.
  • Possession of CPR, First Aid and AED certifications must be obtained within 180 days of employment