Facilities Community Use Specialist
PENINSULA SCHOOL DISTRICT
FACILITIES COMMUNITY USE SPECIALIST
This position is responsible for the administration and management of a comprehensive community facility use program that includes gyms, classrooms, natural and synthetic turf fields, auditoriums, and other school District facilities with considerable latitude for independent judgement and action under general guidelines. This position requires engagement in a considerable amount of public contact with civil and social groups, news media, and the general public. This position also manages the operation of the Soundview Annex office and promotes positive public relations for the Community Transition Program (CTP) housed in that facility.
Reports to Building/Department Administrator
DUTIES AND RESPONSIBILITIES:
- Manage, coordinate, and schedule all community and facility use of Peninsula School District facilities (community and in-District); monitor and modify schedules as needed.
- Administer an efficient community use rental program and adjust as needed to ensure maximum use and revenue generation.
- Act as liaison between District Office and school offices regarding facility use.
- Establish, foster, and maintain effective relationships with building principals, athletic directors, school office staff, maintenance personnel, custodians, and community groups.
- Work with maintenance/grounds personnel to ensure properly maintained and safe facilities. Recommend improvements to existing facilities and operating systems.
- Respond to sensitive and complex public inquiries or service complaints, assuring the resolution is documented to minimize future problems.
- Promotes positive relations with District personnel and the general public concerning the school District. Answers inquiries and research data to provide information. Take immediate action when attention and directions are required to meet deadlines.
- Maintain yearly, monthly, weekly athletic/activity calendars. Provides information to school, maintenance, custodians, and athletic directors.
- Maintain accurate records and create reports for community use.
- Prepare financial and community use reports for public requests and administrator needs.
- Prepare address, e-mail, phone numbers for school board requests.
- Class program - Create and maintain contracts for all facility users, prepare monthly reports for fiduciary and usage purposes.
- Notifies staff, clubs, and public when fields are closed due to weather, maintenance or other unforeseen emergencies.
- Collaborates with others for the purpose of implementing and maintaining services and/or programs.
- On Call by telephone 24/7.
- Complies with all District policies and Code of Professional Conduct.
- Prepares accounts receivable invoices, mail, e-mail or distribute.
- Ensures that proper deposits and payments are made to facility use contracts by the appropriate deadlines.
- Monitor outstanding invoices, send out second notices, and notify appropriate District departments of unpaid contracts.
- Make telephone contact to collect contracts as necessary.
- Responsible for producing and processing all building's revenue refund check requests, to ensure proper documentation, authorization fund accounts and budget coding.
- Prepares and maintains accurate records of facility user groups. Certificates of Insurance, as required by Risk Management. Ensures that the certificates are kept current and that user groups are notified in a timely manner when the certificate needs to be updated.
- Creates purchase orders for office supplies, field supplies, clothing for field supervisors. Supervise, hire, train and evaluate Field Supervisors.
- Arrange interviews by contacting applicants; scheduling interview rooms; providing schedules and interview questions.
- Coordinates the Field Supervisor staff schedule; makes arrangements for staff coverage when additional rentals are scheduled or when staff needs a scheduled shift covered.
- Maintains records and files for Field Supervisor staff information.
- Ensure that all Field Supervisor staff are properly trained and can perform all aspects of their jobs in accordance with District policies, state codes, and can provide excellent customer service to the students, staff and members of the public.
- Establish and communicate work rules, safety requirements and performance standards to field supervisors and clubs.
- Conduct or oversee performance evaluations and initiate and implement disciplinary action if necessary. Monitor and evaluate personal effectiveness, problems and needs; take appropriate action or make necessary recommendations for action.
- Communicate and order supplies, first aid supplies and equipment as field supervisors need for turf fields.
- Monitor and review timesheets for field supervisors and prepare for payroll.
- Distributes and monitors field keys to community rental groups and Field Supervisor staff. Manages the operation of the Soundview Annex.
- Receives and distributes mail.
- Answers the telephone and responds to inquiries.
- Greets and assists building visitors. Greets parents, students and visitors entering the building for CTP and PIA provides assistance.
- Supervises CTP and PIA students who come into the office; monitors student behavior Communicate with the Transportation Department concerning CTP student transportation arrangements.
- Format and type correspondence, forms, memoranda, and reports. Duplicates materials. Types and distributes staff information.
- Maintains building safety information bulletin board and provides lead direction for emergency drills.
- Troubleshoots problems with office equipment and calls for service as necessary Provides support for personnel with programs such Microsoft Office, Email, CLASS, District master Calendar, Outlook, copier, printers etc.
- Troubleshoots problems with office equipment and calls for service as necessary. Writes work order requests for building maintenance.
- Works as liaison with the Gig Harbor Business Park complex tenants and owners for landscape, outside cleaning and maintenance needs, parking needs etc.
- Maintain inventory of equipment and make purchases as needed Performs a variety of related duties and special projects.
- This position works primarily in an office environment with frequent interruptions and is expected to meet inflexible deadlines. Must have the ability to work independently on various tasks that have strong skills in self-direction.
- Often exposed to high noise levels from CTP students and staff. Must be willing to work flexible hours including evening and weekend calls. Requires visual concentration on detail, dexterity, and precision.
Education & Experience
- Experience in community recreation and facilities management.
- Knowledge of school District policies and procedures as they relate to athletic/community use programs.
- Four years’ experience in business administration, facility management, community use programs including at least two years of supervisory experience.
- School District experience and knowledge of District facilities.
Knowledge, Skills & Abilities
- Considerable knowledge of District facilities and other agencies in the area.
- Knowledge of Gig Harbor/Key Peninsula community organizations and activities.
- Knowledge of the special needs of the public and special groups utilizing the facilities.
- Knowledge of procedures and policies in administration, personnel, fiscal management, and bookkeeping procedures.
- Knowledge of computerized record keeping and reservation systems, ability to create and maintain accurate records and reports.
- Experience with and knowledge of computer software such as Windows, MS office and other application software.
- Experience with/knowledge of Internet and e-mail communications.
- Knowledge and access to the online purchasing process.
- Ability to establish and maintain effective working relationships with area groups/clubs, general public, staff, students and parents and community organizations.
- Ability to plan, promote, direct, manage and supervise a comprehensive community use program.
- Ability to establish and maintain effective relationships with area groups and other District personnel.
- Ability to communicate effectively both orally and in writing, with individuals and groups regarding complex or sensitive issues or regulations.
- Ability to deal with irate and/or angry applicants or public calmly and diplomatically; ability to problem solve.
- Ability to physically perform the essential job functions.
- Ability to organize and establish priorities and work effectively under pressure.
- Ability to be on call 24/7.
- Ability to attend to detail and follow tasks through to completion.
- Ability to operate a computer (must include accounting software equivalent to Excel and Quicken).
- Ability to create and maintain an accurate filing system.
- Ability to maintain confidentiality.
- Ability to detect errors in bookkeeping procedures.
- Ability to work independently with minimal supervision.
- Keyboarding skill at 60 WPM
- Skill in operating a 10-key calculator by touch
- Skill in operating a variety of office machines.
- Skill in using Excel Software
- Effective oral and written communication skills.
- Currently Certified in or ability to obtain First Aid and CPR certification (District provided training).