Office Specialist

Provides customer service by answering and processing customer inquiries, answering phones, replying to emails, and greeting walk-in customers with an emphasis on facility reservation and program registration. Provide clients with current information on the Parks and Recreation Department and applicable ordinances and rules related to parks and trails.

• Answers calls for main Georgetown Parks and Recreation Department multi-line phone, corresponds through emails, and assists in-person clients.
• Responds promptly to client’s inquiries.
• Performs Client Account Maintenance in recreation software; merge client records, update account information, assist clients with online accounts.
• Provides customer service by answering questions, registering clients for programs, scheduling facility rentals, and collecting and processing payments.
• Reconciles receipts and cash drawer at the end of shift.
• Receives and processes client inquiries for the Community Center, Community Room, Conference Room and Park Pavilion Rentals. Reviews all policies and procedures for renting facilities with client. Sets up rental contracts, collects rental fees and deposits, and issues keys and equipment for rentals. Processes refunds.
• Creates and provides park maintenance staff rental schedules and park postings.
• Reports rental facility repair issues to the appropriate personnel or department.
• Receives and processes requests for Parks Event Permits. Collaborates with Parks and Recreation Manager the details of events prior to granting permit.
• Reviews and keeps current with city ordinances related to park areas and trails for general use and Parks Event Permit.
• Reviews department’s website and social media pages to keep current on departmental programs and events.
• Participates in departmental special events.
• Maintains records and follows record retention guidelines.
• Creates documents in Microsoft Word and Excel.
• Maintains inventory of and orders office supplies.
• Maintains and troubleshoots operation of office equipment.
• Sorts and distributes mail.
• Maintains current knowledge of City philosophies, practices, and procedures to direct questions and citizens appropriately.
• Supports Administrative Assistant and other staff as necessary. Serves as point of contact for cemetery inquires when Administrative Assistant is unavailable. Fills in as board liaison when Administrative Assistant is unavailable.
• Manages park permit requests under the direction of the Parks and Recreation Manager. Corresponds with public on park permits and City of Georgetown special event permit when necessary.
• Performs other duties as assigned.

• Effective customer services practices and principles
• Facility rentals and program registration
• Understanding of City and administrative policies and procedures
• Parks and Recreation Management software
• City’s Financial Software
• State of Texas Retention Schedules and Records Retention

• Communicating effectively, both orally and in writing.
• Active listening.
• Friendliness and relationship building.
• Establishing and maintaining effective working relationships.
• Time management.
• Adaptability.
• Comprehending and following oral and written instructions.
• Reading and comprehending procedure manuals, policy statements, ordinances, and internal and external correspondence.
• Setting priorities and making judgments regarding the urgency of situations and what steps are necessary to handle incoming calls, mail, and customer complaints and/or requests.
• Microsoft Office applications with emphasis on Word, Excel, Outlook, and Teams.
• Performing basic mathematical calculations.
• Cash handling

• Monday – Friday; 8 am – 5 pm
• Required to work special events which will be after normal working hours and/or on a weekend.

Regular-Full time