Recreation Program Specialist - Central Park

Summary

Under the direct supervision of the Recreation Supervisor – Central Park, the Recreation Program Specialist – Central Park is responsible for the coordination of facility rentals, activities, and programs conducted at Central Park. The position will oversee rental bookings, manage rental agreements, coordinate with event vendors, assist with facility operations, and provide customer service to rental clients. Responsibilities also include facility set-ups, seasonal and event staff hiring and supervision, directing work assignments, supporting special events in coordination with other recreation program staff or renters, and serving as manager on duty as needed.

Hiring salary range: $79,614 - $91,566 annually
Full salary range: $79,614 - 115,440 annually

First round interviews will take place on May 13th and 14th
Second round interviews will take place on May 19th

Essential Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Coordinate and manage facility rentals, ensuring efficient scheduling and utilization of rental spaces.
Conduct facility tours, market rental spaces, and communicate pricing and amenity details to potential clients.
Provide information and assistance to guests, renters, vendors and staff, including rental information, rates and policies, and resolve rental-related issues.
Communicate and enforce rental policies, terms, and conditions with renters and vendors.
Work with rental events such as weddings, corporate events, receptions, and birthday parties to ensure contract fulfillment, payment collection, and event execution.
Ensure all rental events comply with city regulations, including alcohol permits and security requirements.
Support Destination: Woodbury (Destination Marketing Organization-DMO) by connecting guests to hotels and other resources to support their events in Central Park and greater Woodbury.
Lead meeting/program/event facility set-up and take-down, including meeting room arrangements and AV/sound equipment setup.
Work with vendors to coordinate catering, AV services, security, room layout, and event support.
Oversee kitchen equipment for room rentals and manage catering logistics.
Manage catering guidelines, oversee RFP processes for catering, and ensure compliance with food service regulations.
Monitor facility cleanliness and appearance, ensuring high standards are maintained.
Recruit, train, supervise, and schedule volunteers, seasonal, and part-time staff, including event and facility attendants, and provide direction to the Destination Woodbury-Welcome Desk staff.
Train staff in event equipment setup, rental procedures, and customer service expectations.
Coordinate staff schedules and track hours in accordance with rental agreements.
Maintain and update rental agreements, ensuring all necessary approvals, waivers, and documentation are in place.
Collect payments, track rental hours, and oversee rental fee structures per agreements.
Assist with daily deposits and process invoices in the ERP financial system, including preparation of financial reports and program summaries for the Facility Supervisor.
Track facility rental retention rates and evaluate rental program success, conducting research to compare rental sites, fees, and offerings for continuous improvement.
Assist in preparation of the Central Park budget with specific accountability for facility rentals and event operations.
Oversee access control and building security, including opening and closing procedures.
Serve as a backup for emergency point-of-contact communication, responding to incidents as needed and assisting with incident/accident reporting.
Order facility supplies, including first aid and non-maintenance equipment supplies.
Regularly observe rentals and programs to ensure quality, adherence to policies, and necessary adjustments.
Collaborate with community members and groups to promote rental opportunities and recreation programs.
Assist with marketing and promotional materials, including brochures, flyers, digital displays, and social media.
Prepare rental program content for public outreach and customer engagement.
Ensure rental and program information is updated on the website and in the RecTrac reservation and registration system.
Evaluate programs, events, and rentals, recommending changes or improvements to meet community needs.
Attend Park & Natural Resource Commission and City Council meetings when requested.
Serve as a member of various employee committees as assigned.
Foster an inclusive work culture and advance the City’s diversity, equity, and inclusion goals.
Maintain and foster an environment that facilitates the Exceeding Expectations philosophy of the City.
Perform other duties as assigned or apparent.

Ability to work evenings and weekends. Ability to serve "on call" duty assignments.

Qualifications

MINIMUM QUALIFICATIONS:
Four-year degree in facility management, recreation, education, communications, or a closely related field (an equivalent combination of education and/or experience may be substituted for a four-year degree).
Knowledge of Microsoft Office applications including Word, Excel, PowerPoint and Publisher.
Possession of a valid driver’s license or have the ability to obtain prior to employment and have the ability to drive.
Two years of experience coordinating recreational programs, facility/conference center management, or supervising similar services.

PREFERRED QUALIFICATIONS:
Four years of full-time experience in facility management, recreation or other similar program setting.
Knowledge of RecTrac registration software
Experience supervising seasonal/part-time staff
Experience developing recreation programs in a community/municipal setting

Environment

PHYSICAL DEMANDS:
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 may 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, sit and talk or hear. The employee is often required to use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is required to climb, balance, stoop, kneel, crouch, and crawl.
The employee must often lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee often works in outside weather conditions. The employee is occasionally exposed to wet and/or humid conditions, toxic or caustic chemicals. The noise level in the work environment is usually quiet while in the office and moderately loud to loud when in the field.

POSITION TASKS AND HOURS:
Facility Coordination/Scheduling/DMO 45%
Event/Facility Rentals (working w/guests/renters) 30%
Event & staff oversite 15%
Marketing Rentals5%
General support Central Park Site5%
This position will generally work Tuesday-Saturday, to be adjusted based on facility schedules and events.
Schedules under consideration: 10 a.m. - 6:30 p.m. /10:30 a.m. - 7 p.m. / 11:30 a.m. - 8 p.m.

The City of Woodbury strives to exceed expectations – through professionalism, responsive service and leadership. Employees are an integral part of the overall success of the city. In service to its employees, the City of Woodbury offers generous benefits to include medical, dental, and life insurance, short-term and long-term disability, and both mandatory and voluntary retirement plans. In addition vacation, sick, personal holiday and holiday pay is also provided. All regular employees are eligible for benefits on the first of the month after their hire date.