Reservations Specialist

General Description Highly responsible position overseeing all reservation services for the Department. Performs diversified and advanced administrative duties requiring the application of specialized clerical procedures, data validation practices, quality customer service and interpersonal relations. Work to be performed under the direction provided of the Recreation Manager. Essential Job Functions Serves as a primary Reservations team lead and contact for the Department and Division; greets visitors, receives telephone calls, responds to customer inquiries and coordinates with appropriate staff or Department. Conducts weekly team and individual meetings with the reservations team. Provides regular updates to the Recreation Manager on reservations and the reservations team. Initiates daily interaction with external customers, internal department representatives, the Special Events Coordinator and the Assistant Parks and Grounds Manager, gathering data, assessing needs, and determining appropriate level of service required. Manage, process, and enter reservation data received from a variety of sources into appropriate computer systems/applications, including work orders, spreadsheets, databases, etc. Assist in training staff to use software related to data entry and records administration. Track revenues and generate reports. Assist in developing and updating standard operating procedures and related documents in accordance with established policies and protocols; provides training to appropriate support staff. Serve as reservation liaison to internal and external customers, communicating reservation policies, guidelines, and seasonal closures. Performs point of sale transactions following established cash handling procedures. Plans, organizes, initiates, and carries to completion various administrative duties, including preparation/distribution of correspondence, letters, memoranda, forms, reports, meeting agendas/minutes, etc. Uses independent judgment in communicating with internal and external customers. Updates forms and maintains filing systems as required. Schedules meetings, maintains calendars; may coordinate special programs. Manages operations by following outlined policies and procedures. Schedules staff to maintain a high level of service and meet the need of the community. Performs other required day-to day operational procedures and assists with special projects as assigned. Availability to work within the hours of 7:00 a.m. - 7:00p.m. Later evenings or weekends may be required as needed. Supports all Department and City events as needed. (These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other related duties as assigned, including City-directed work assignments in the event of a declared emergency.) Knowledge/Skills/Abilities Advanced knowledge of administrative services and office management practices. Excellent customer service skills with ability to communicate effectively, both in person and in writing. Skilled in using computers for data entry, word processing, and spreadsheet development. Knowledge of recreation industry software. Ability to produce and maintain financial and statistical records/reports. Ability to research/analyze data and present findings in various report formats. Ability to prioritize and manage multiple work assignments with competing deadlines. Ability to plan, organize and use mature judgment in evaluating situations and making decisions in accordance with established policy. Ability to establish and maintain effective working relationships with employees and the general public. WORK ENVIRONMENT The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Working Conditions: While performing the duties of this job, the employee’s work is typically performed in a safe and secure work environment that may periodically have unpredicted requirements or demands. Risk/Safety Conditions: This position requires minimal exposure or risk to physical health and/or physical safety (e.g., exposure to environmentally hazardous material, heavy equipment, etc.) Physical Activities: The work is light: exerting up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and negligible amount of force constantly to move objects. Additional requirements include balancing, bending, climbing, crouching, feeling, fingering, grasping, handling, hearing, kneeling, lifting, mental acuity, pulling, pushing, reaching, repetitive motion, speaking, standing, talking, visual acuity, and walking. (Occasional=1-3 Hrs.; Frequent=3-5 Hrs.; Constant=5-8 Hrs. – Per Workday) Education, Experience, Licenses and Certifications Education and Experience: High school diploma or equivalent, supplemented by college-level and/or field-related courses. Five (5) years office management or progressively responsible administrative work. Two (2) years in a supervisory or lead capacity. Licenses and Certifications: Possession of or ability to obtain a valid Florida driver’s license by date of hire. Emergency Response Responsibility Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions. Hiring Range Statement Please note, the hiring pay range for this position is the minimum up to a rate equal to or less than the midpoint of the salary range. Veterans Preference Statement The City of North Port, FL is an Affirmative Action/ADA/Veterans’ Preference and Equal Opportunity Employer. Women, Minorities, and Persons with Disabilities are Encouraged to Apply. Sick Leave and Vacation Leave Part time employees accrue hours based on the average number of regular hours worked per year. ICMA-RC - Deferred Compensation Plans The City offers eligible employees the opportunity to enroll in a deferred retirement plan. The money that is deducted from your paycheck each payroll is put into this account and is tax deferred at the end of the year. One-on-one meetings with each company are held quarterly so employees can speak with the representative confidentially on preparing for their retirement. This is a voluntary program. Florida Retirement System – FRS Eligible employees are enrolled in the Florida Retirement System with an 8 year vesting period. Employees contribute 3% of their gross earnings per payroll. Cigna – Employee Assistance Program The City offers this program to all employees. This is a confidential counseling program for employees and their families. The City pays for 3 visits and if you choose to continue, you would use the specialist co-pay on your insurance plan. Counseling can include stress, alcoholism, family problems, marriage difficulties, financial trouble, depression, work/life and more. VPI - Veterinary Pet Insurance The City offers Pet Insurance as a voluntary benefit. This is not payroll deducted.