PARKS & RECREATION DEPARTMENT - ASSISTANT DIRECTOR OF PARKS & RECREATION

Essential Duties

Serves as principal assistant to the Director of Parks and Recreation;

Assists in directing the operations through day to day management of the Parks and Recreation Department on parks and recreation related matters in order to produce top quality work that ensures exceptional service and results for the community; 

Participates with the Director of Parks and Recreation in the development of the  department’s strategic planning, reviews and evaluates department systems and operating procedures for compliance and achievement of established goals; assists in the development, maintenance and routine compilation and reporting of performance measures; prepares and monitors the department budget; approves and monitors expenditures; provides administrative support for the planning and preparation of grant applications; and contracts for the department, reviews terms and conditions, and submits contracts to County Attorney and Commissioner’s Court for approval;

Is responsible for scheduling program work on a long-term basis; establishes standards and priorities and ensures they are maintained by others; 

Monitors and oversees department operations to assure that services delivered are in compliance with contract provisions, applicable laws, rules and regulations established by federal, state, local laws, and by applicable standards established by the Commissioners Court and the department;

Prepares progress reports and departmental activity reports to communicate work of the department to the Director of Parks and Recreation;

Ensures department policies, regulations, and operating programs are carried out; recommends changes in legislation, policies and methods to improve county administration and operation;

Conducts managerial and operational reviews; recommends transfers, reassignments or consolidations of functions and services as are necessary and proper; directs preparation of reports and manuals and the development of work measurement standards;

As directed represents the department in Commissioners Court and makes presentations and recommendations to the Court; represents the department and/or county to customers and media;  works with and makes presentations to elected county officials, county departments, state and municipal officials, citizen groups and other policy-making entities;

Establishes and maintains effective public relations in a complex environment involving technical and non-technical personnel; responds to inquiries from customers, regulatory agencies, or members of the professional community;  responds to, analyzes and resolves difficult inquiries, grievances, or complaints; works with citizen groups, department staff and other county staff to establish priorities and set schedules and budgets for timely completion of department projects;

Prepares, presents and administers budget submissions for the Department; oversees budget allocations and expenditures for the Department, and reports discrepancies to the Director of Parks and Recreation;

Collaborates with other Public Works Divisions on various operational projects and determines programming limitations on landscape, maintenance requirements after events, cost estimates for damage and replanting, scheduling, etc.; 

Participates in the development of the annual Capital Improvements Program (CIP); 

Is responsible for department record keeping such as codes, ordinances, legal documentation, purchase requisitions and other transactions; 

Communicates to and serves as the liaison with citizens, civic groups, consultants, utilities, planning commissions and regulatory agencies; 

Provides general administrative direction to departments overseen; mediates inter-departmental disputes; prepares, reviews and makes recommendations to the Director of Parks and Recreation;

Supervises department employees, including assigning and reviewing work, training completing performance evaluations, and making recommendations on hiring, terminating, and disciplining personnel;

Selects, motivates, and evaluates department staff; provides or coordinates training and works with employees to correct deficiencies;

Plans, directs, and coordinates, through subordinate-level staff, the department work plan; meets with management staff to identify and resolve problems; assigns projects and programmatic areas of responsibility; and reviews and evaluates work methods and procedures;

Oversees and monitors current annual appropriations and researches trends;  

Gathers, interprets, and prepares a variety of studies, reports and related information for recommendation and decision-making purposes for assigned department(s) or area(s); coordinates with other departments and agencies as needed; makes recommendations based on findings;

Makes presentations to the Commissioners Court, various boards, civic groups and the general public; reviews Commissioners Court agendas for financial impacts pertaining to assigned area;

Analyzes and recommends new programs and monitors effectiveness of existing programs and recommends changes to improve departmental and County-wide efficiency;

Works with the Purchasing Department and provides input and makes recommendations to the Director of Parks and Recreation, and departments, on best alternatives for awarding contracts to competing contractors; negotiates and oversees contracts as assigned; and

Ensures reporting departments adhere to all procurement regulations and procedures, works with architects, engineers and contractors, manages the contracts to successful completion, and monitors inter-governmental actions;

Develops   long-term strategies for integration, coordination and direction of special events, and leasing of county facilities;

Plans and recommends short-term and long-term improvement plans for county park and recreation facilities, which includes new properties, and disposition of existing properties;

Strategizes and implements short and long term plans to ensure parks and recreations meets community needs and provides quality of life, including but not limited to physical assets, parks, golf course, sports venues, programs, and special events; 

Ensures activities relating to all rural parks and their improvements; assists with the assessment of adequate manpower and equipment needs;

Adheres to all procurement regulations and procedures and prepares bid, RFP, and RFQ specifications for projects; provides input during the preparation of bid documents and contracts, presentation of cost estimates and design specifications; 

Performs complex studies, analysis, and design;  performs technical research, calculations, and computations, and prepares estimates, plans, and reports;  Interprets plans, specifications, standards, policies, procedures, and regulatory codes; 

Makes financial recommendations on capital purchases, annual budget and expense allocations for the Parks & Recreation Department; 

Is responsible for instituting and maintaining the highest quality of all programming to make County events and venues a vibrant public place where El Paso plays;

Develops and maintains event policies and guidelines; 

Establishes symbiotic community partnerships and sponsorships;

Develops a thoughtful and interactive calendar of events appropriate for County parks and venues;

Oversees the execution and coordination of the programs, marketing and booking of events;

Is responsible for Capital Construction projects for the County dealing with parks, golf course, sports venues, programs, and special events from several thousand to multi-million dollar projects;

Reviews and approves County programs and services quality reviewing departmental activities, schedules, and planning for future parks and recreation programs and advising other County departments and elected officials;

Reviews and studies surveys, designs and time, labor and cost estimates and consultant and contractor bids on proposals that involve parks, golf course, sports venues, programs, and special events; 

Leads negotiations and builds programming for County venues; keeps programming affordable, fresh and creative while maintaining high level of consistency in service;

Manages and coordinates with programming partners or clients, vendors, maintenance and operational staff, and the public; works closely with programming partners and clients in their design and execution of events to ensure desired quality outcomes; 

Ensures proper event certification processes, such as liability insurance and permits for programming partners and vendors;

Establishes approval process, pricing, and guidelines for venue rentals based on market research;

Works with relevant departments to establish park hours, limitations, costs, and scheduling; 

Ensures the creation of pro forma of venue rentals for various scenarios; oversees development of marketing collateral;

Directs market research coordination, such as park attendance and other statistical data;

Serves as the expert in program management and programming capabilities for County parks and venues; 

Oversees the negotiation of facility rental agreements with event promoters; partners with other County departments and divisions as necessary; 

Directs input and provides oversight for the maintenance and operation of parks, and facilities: and provides administration and coordination for facility rental, vendor and service company contracts; 

Is responsible for the marketing of facilities and the events on the County’s website, social networks, and in other media; 

Partners with the Convention and Visitors Bureau and other organizations in the marketing of County facilities and events;

Substitutes, if assigned, for staff during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations; 

Ensures that all records, including but not limited to, purchase orders, work orders, time sheets, etc., are maintained according to departmental policy;

Stays abreast of new trends and innovations in the field; 

Provides support, mentors, transfers knowledge, and skills to staff at all technical levels in a team environment to meet established goals and objectives; 

Attends and participates in meetings, training and information sessions;

Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts; and

Creates a high quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills.

Other Important Duties*

Performs such other related duties as may be assigned;

Subject to emergency calls;  

Maintains a safe and healthy work place environment;

Occasional travel; and

Be available by telephone to respond to work beyond standard workday or workweek hours as necessary.

As members of the County of El Paso Emergency Response System, all El Paso County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to train on emergency response and/or perform certain emergency services at the direction of their supervisor. 

Summary of Position

The Assistant Director of Parks and Recreation, under general direction performs a variety of complex and professional work in administering Parks and Recreation activities of the County. The incumbent will be responsible for maintaining the Parks and Recreation departments facilities, and attracting a steady flow of visitors to County venues and events by delivering exceptional experiences for all ages and abilities through a frequent, consistent, and robust offering of planned activities and events year round.

Organizational Relationships 

Reports to:   Director of Parks and Recreation

Directs: Parks Maintenance Manager, Sports-park Manager, Golf Professional, League Manager, Administrative Services Manager, Aquatics Manager, Marketing Coordinator, Special Events Coordinator, Golf Pro Shop Supervisor, Operations Specialist, Accounting Specialist, and Administrative Support Staff.

Other: Has frequent contact with department heads, other county employees, vendors, contractors, media, consultants, regional and statewide network and industry groups and the general public. 

Minimum Requirements: Knowledge, Skills, and Abilities

Knowledge of: Effective supervisory principles, practices, and techniques; principles and practices for planning and management of special events; venue management principles and techniques, including licensing, contract management, food and beverage service, safety, security, and crowd control; principles and practices of park maintenance and management; community resources and community services programs, contract management, and development and negotiation principles; Federal, State and Local applicable laws, regulatory codes, ordinances, rules, permits, licenses, purposes, sources, standards, policies and procedures regarding parks, marketing, events, recreational facilities, programs, and employment matters; current broad knowledge of the general Marketing industry and direction in events; principles, techniques and objectives of public relations; current English language usage and journalistic styles, both print and broadcast; effective speaking techniques; graphic design principles, typography and layout techniques; audio-visual equipment and its uses; effective internet and e-mail usage principles; the principles and practices of effective customer service; effective supervisory principles, practices, and techniques; grammar, punctuation and spelling; techniques for effective interpersonal communications; modern office procedures, methods and computer equipment to include Windows and Microsoft based products; and general knowledge of park design, maintenance, and turf management. 

Skill/Ability to: Lead and motivate subordinates; complete projects on time and within budget; deliver seamless customer service and build and maintain cooperative and effective relationships with the department staff, other county department heads and staff, engineers, architects, contractors, other agencies, and the general public; effectively execute special event and program activities within established resource and budgetary constraints; effectively direct the work of assigned personnel; utilize sound, independent judgment; evaluate park design and maintenance methods and make recommendations for improvements; effectively manage operations and delegate tasks and authority; prepare clear, comprehensive, and accurate reports for internal and external audiences; interpret customer needs and solve complex customer service issues, assess and prioritize multiple tasks, projects and demands; effectively make presentations to a varied audience; communicate effectively, both verbally and in writing; disseminate information in a friendly and professional manner; deal effectively and courteously with individuals at all levels of the organization, including associates, the general public; present an overall professional image; model and promote acceptance and respect for differences among employees and citizens; perform effectively as a member of the team in carrying out the County’s stated mission and philosophy; perform the essential functions of the job without posing a direct threat to the health and safety of others; make sound recommendations, exercise excellent interpersonal, managerial and administrative skills; handle public scrutiny; analyze and evaluate complex data and reports; manage contracts and perform project budgeting; operate personal computer using standard office operating software and general office equipment; prepare and maintain records, maintain filing systems, compile and organize information; promote program activities; make mathematical computations; communicate well both orally and in writing; work independently, exercise sound judgment and make decisions, manage time well and perform multiple tasks, and organize diverse activities; perform in a fast-­paced and stressful environment, while maintaining a professional manner; have and maintain a valid driver’s license with a driving record acceptable to the County of El Paso; and pass a Criminal Background Investigation.

Each and every county position requires the following professional skills and abilities as key and necessary elements of performance: 

• Demonstrate regular and reliable attendance;
• Work well with others and participate fully in a team oriented environment;
• Interface with other employees and customers in a courteous and respectful manner;
• Maintain strict confidentiality;

• Project positive support of their department and all organizations receiving Community Events      service at all times; and

• Maintain and enhance the County’s commitment to customer service excellence.

Salary : $103,286