Parks and Recreation Specialist

Under the direction of the Parks and Recreation Director, the Parks and Recreation Specialist is responsible for assisting in coordinating and implementing recreation programs, events and activities. The position provides a variety of administrative support functions and clerical work; assists the Parks and Recreation Department staff with administrative, clerical, and budgetary duties having department-wide impact with considerable leeway granted for the exercise of independent judgment and initiative. Responsible for financial and specialized department records. Acts as a contact point for employees, citizens, and others; performs research, maintains department file systems, coordinates travel and training arrangements; prepares and processes purchase orders and related documents. Assists with the creation and execution of the Department marketing plan and strategies. The hiring range for this position is $50,248 to $54,610 depending on experience.

Assists Recreation Coordinators in planning, organizing, developing, scheduling and evaluating recreation programs; Assists with  facility set up and clean up as needed;  Assists with public relation duties, marketing, and advertising and distributing media materials to the community; Assists with and maintains City of Lewiston Parks and Recreation website and social media for the department; Acts as official scorekeeper, special events lead, or program staff when needed; May open and close the operations of recreation facilities; May perform emergency custodial maintenance work; May set up tables, sports equipment, chairs, and bleachers for classes and programs.

Provide clerical support, program registration, answer telephones, and maintain correspondence with other divisions or agencies; may respond to public inquiries about the Lewiston Community Center and Recreation programs; Assists in planning, organizing, developing, and scheduling the Lewiston Community Center; Assists with classes, schedules, and implementation of activities, programs, and coordinates with recreation programs for facility usage; Interprets and applies city, department or office rules, policies and regulations in accordance with prescribed procedures and guidelines; May provide security and safety checks for the building and grounds.

Serves as the first point of contact for the Parks and Recreation Department and provides excellent customer service; Coordinates the administrative aspects of the assigned department, including office operations, public service, specific department projects and other tasks involving personnel, budgeting and facilities; Prepares and maintains confidential records, reports, evaluations, statistical information, and other documents; Transcribes or composes a variety of correspondence including letters, minutes, reports, statements, grant applications, specifications, contracts, memoranda, notices, resolutions, budgets, financial and statistical tables, requisitions, and other related materials, including confidential correspondence and reports.

Establishes and maintains grant files; prepares grant monitoring reports as needed; Prepares budget projections; prepares, maintains and monitors department budget; Tracks and records a wide variety of department or division activities, operations and events and prepares reports in accordance with prescribed policies and procedures; Gathers, assembles, updates, distributes and/or files a variety of information, forms, records and data as requested; Accepts monetary payments at customer counter; prepares receipts for customers; closes out and balances cashiering system daily; Requisitions supplies and materials for the department as needed. Performs cost/product comparisons, confers with vendors to obtain product/service information and determines vendor selection; Schedules hotel and travel arrangements for employees attending schools and conferences and coordinates with City Finance Department for travel advances and reimbursement requests in accordance with the City’s travel policy; Performs financial control (accounts receivable) for designated revenue sources and prepares and inputs invoices, balances ledgers, prepares revenue deposits and ensures timely payments.  

Copies, packages and distributes a variety of written materials as requested by other designated office personnel; Answers department telephone calls, receives and greets visitors to the department and provides information to callers and visitors or refers callers and visitors to other appropriate departments or City personnel; Listens to and directs complaints from the public relating to department operations and takes appropriate action to resolve and refer such complaints; Interacts with other city department and departmental personnel in the communication of information and safeguards confidential information regarding personnel matters. 

Prepares agenda packets for the Urban Forestry and Cemetery Commission and the Parks and Recreation Commission. Posts necessary documents to CivicClerk in a timely manner.  Takes notes at, and prepares minutes for, department meetings, board meetings and other hearings or meetings; Participate on a variety of City committees as assigned; attend a variety of meetings including staff meetings; Research, analyze and prepare information on a variety of topics for dissemination to other City departments and/or to the public through the media, conference presentations, community meetings and City literature; coordinate efforts with City departments, government agencies and vendors; Collaborate with the Recreation Coordinators and city Public Outreach Coordinator to create marketing and promotion plan and strategies through various forms of communication including but not limited to social media posts, approval to distribute flyers to the Lewiston School District, editing of the Department's portion of the Living Lewiston Magazine, and the management of the Department’s pages on the City webpage. 

Oversees purchases of Cemetery property; prepares deeds and properly documents purchases and/or sales and quit claims in registers and on computer database; researches purchases of property to ascertain ownership and correct burial locations; Assists with the correction of cemetery records; researches information problems and updates information in a computer or register as needed; communicates with the historical society to trade and update genealogical information; Establishes professional relations to include, but not limited to, management, area funeral directors, florists, monument providers, and burial vault providers; Arrange for the purchase and planting of memorial trees or shrubs and the placing of headstones or plaques; assists with the City tree inventory as required; Manages the Legacy Tree Program. 

Collects information for the Department Monthly Reports, creates document, and submits to Parks and Recreation for review before submission to the City Clerk; Maintains confidential files; Completes status change forms, boot authorization forms, and any internal processing forms; Keeps immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems; Participates in the coordination and operation of special department/division programs and projects; Manages and coordinates the Community Event Signs approvals and schedule; Assists inputting department data into Cartegraph.

Perform related duties as required.


Minimum Qualifications:

Any combination equivalent to: graduation from high school supplemented by college-level course work in office management, secretarial training or related field and four years increasingly responsible secretarial or administrative office support experience, and six (6) months experience in public recreation or any equivalent combination of education or experience to perform the duties; Must have a current valid State Driver's License with acceptable driving record; Ability to obtain certification in First Aid and CPR within the first year of employment. Must hold or have the ability to obtain a Pool Certification within the first year of employment and Certified Parks and Recreation Professional certification within two years of employment.

Knowledge & Abilities:

KNOWLEDGE OF:
Modern office procedures, practices and equipment;
City and department organization, programs, policies, and operations as applied to the work performed;
Basic budget preparation and control techniques;
Basic research and analysis techniques;
Financial and statistical record-keeping techniques;
Functions and uses of computer equipment;
Open meeting and recording practices;
Content creation and social media management;
Design applications such as InDesign, Canva, or Photoshop;
Word processing, spreadsheets, and database computer programs
Knowledge of sport and recreation activities; ability to organize and direct fitness and/or recreation programs.
Hand tools including but not limited to a rake, shovel, field leveler and athletic line marker

ABILITY TO:
Plan, organize, perform and/or supervise a variety of secretarial, clerical and administrative duties;
Operate a personal computer using program applications appropriate to assigned duties;
Maintain confidential, statistical and other records of some complexity and to prepare reports from such records;
Relieve department managers of technical clerical and administrative duties having department-wide impact;
Track and report budget expenditures and related information;
Demonstrate excellent customer service skills;
Quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology;
Evaluate and recommend improvements in operations, systems, procedures, policies and methods;
Research and analyze data and information and prepare data in format as assigned;
Present ideas and concepts clearly and concisely;
Communicate effectively both orally and in writing;
Work confidentially with discretion;
Establish and maintain cooperative and effective working relationships with others;
Meet schedules and timelines;
Complete work with many interruptions.
Work under stressful situations; ability to stay calm; have excellent problem solving skills.
Establish and maintain effective working relationships with co-workers, public, news media and other departments and agencies; ability to follow written and oral instructions; ability to communicate effectively, verbally and in writing. 
Learn rules and regulations for basketball, soccer, baseball, softball, volleyball and football among other sports.
Communicate effectively with the public and other employees both orally and in writing.
Operate a motor vehicle and equipment that is needed to maintain recreation facilities.
Handle multiple tasks.
Evaluate and recommend improvements in operations, systems, procedures, policies and methods.
Learn to present ideas and concepts clearly and concisely.
Meet schedules and time lines.
Learn and complete work with many interruptions.


Working Conditions:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to walk, stand, sit and talk or listen. The employee is occasionally required to use hands to operate objects, tools, or controls; and reach. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl. The employee must have the ability to lift and/or move up to 50 pounds. The principal duties of the position are performed in public buildings and in outdoor environments in adverse weather conditions.

Salary : $50,248 - $73,081