Assistant Program Coordinator

Job Description

Job Description

General Description

The purpose of this class within the organization is to perform and complete a broad range of front office duties and provide exceptional customer service as well as assist with planning, organizing, coordinating, and implementing a variety of community recreational, cultural, and special event programs within the department of Parks & Recreation and other designated facilities.

This class works under close to general supervision according to set procedures.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

Essential Functions:

Strives to be efficient and effective at balancing and meeting the common needs and reasonable expectations of core constituents.

Contributes towards the department's mission by continuously striving to meet expectations, strategic goals and objectives.

Answers telephone and enters data into customer service system; answers questions as needed; greets and assists guests and customers; processes mail.

Maintains the patron registration listing and makes annual updates as necessary

Monitors programming activities throughout the day

Assists with tracking and maintaining the facility daily usage log.

Creates and implements morning programs and recreational activities as needed.

Assists with implementing planned recreational events and activities.

Assists with evaluating community needs and proposes new recreational plans/programs.

Assists with obtaining materials, supplies and other resources; gathers cost and information on materials and supplies for recreational plans/programs.

Assists in maintaining building and equipment cleanliness and safety;

Contacts community groups and organizations to promote recreational plans, programs and events at community/recreational centers.

Greets and responds to the public via email, telephone and in person.

Collects money for programming and departmental fees and prepares daily bank deposits

Updates signage and assist with promotional materials.

Creates reports; orders materials and supplies for programs and activities.

Additional Duties :

Assist with set up and clean up for all activities.

Performs related work as assigned.

Assists in monitoring the building.

Assist with the cleaning of the building

Performs related work as assigned.

Responsibilities, Requirements and Impacts

Data Responsibility:

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Copies, transcribes, enters or posts data or information.

Gathers and organizes data or information and may suggest action based on these data or information.

People Responsibility:

People include co-workers, workers in other areas or agencies and the general public.

Provides information, guidance or assistance to people that directly facilitates task accomplishment; may give instructions or assignments to helpers or assistants.

Asset Responsibility:

Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization.

Requires some responsibility for achieving minor economies and/or preventing minor losses through the handling of or accounting for materials, supplies or small amounts of money.

Mathematical Requirements:

Mathematics requires the use of symbols, numbers and formulas to solve mathematical problems.

Uses addition and subtraction, multiplication and division and/or calculates ratios,

rates and percent.

Communications Requirements:

Communications involves the ability to read, write, and speak.

Reads routine sentences, instructions, regulations, procedures or work orders; writes routine sentences and completes routine job forms and incident reports; speaks routine sentences using proper grammar.

Reads technical instructions, procedures manuals and charts to solve practical problems, such as routine office equipment operating instructions; composes routine reports and specialized reports, forms, and business letters, with proper format; speaks compound sentences using normal grammar and word form.

Judgment Requirements:

Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.

Responsible for guiding others, requiring daily decisions, affecting the individual, a few co-workers, and the local community; works in a mostly stable environment with clear and uncomplicated written/oral instructions, but with some variations from the routine and working conditions.

Complexity of Work:

Complexity addresses the analysis, initiative, ingenuity, concentration and creativity, required by the job and the presence of any unusual pressures present in the job.

Performs semi-skilled work involving set procedures and rules, but with frequent problems; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure.

Impact of Errors:

Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.

The impact of errors is moderately serious affects work unit and may affect other units or citizens.

Physical Demands:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs light work that involves walking or standing most of the time and involves exerting up to 20 pounds of force on a regular and recurring basis, or skill, adeptness and speed in the use of fingers, hands or limbs on repetitive operation of electronic office equipment within moderate tolerances or limits of accuracy.

Equipment Usage:

Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.

Handles or uses work aids involving some latitude for judgment regarding attainment of a standard or in selecting appropriate items.

Unavoidable Hazards:

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

Involves routine and frequent exposure to extreme heat and/or cold; wet or humid conditions.

Safety of Others:

Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public. (Does not include safety of subordinates).

Requires some responsibility for safety and health of others and/or for occasional enforcement of the standards of public safety or health.

Minimum Education and Experience Requirements:

Requires a High School Diploma or GED and one (1) year of experience in a closely related field; or any equivalent combination of education, training, and/or experience providing the requisite knowledge, skills and abilities to successfully perform the job.

Requires knowledge in the use of a personal computer and in the application of Microsoft Office Products.

Special Certifications and Licenses:

Driver's License

Core Competencies:

Knowledge, Skills & Abilities:

1. Accountability takes responsibility for own actions.
2. Adaptability responds positively to change.
3. Communications listens, speaks and/or writes in a clear, concise and respectful manner.
4. Customer Service provides courteous, accessible and quality assistance to internal and external customers.
5. Initiative takes proactive action to complete work or resolve issues
6. Judgment & Decision Making evaluates issues and makes sound factual decisions.
7. Professional Development - seeks opportunities to enhance technical skills and job knowledge. Teamwork & Cooperation collaborates with others to fulfill the City's vision and achieve departmental goals and strategic objectives.

Additional Qualifications:

1. Must have the ability to provide documentation verifying legal work status.
2. Ability to read and speak the English language proficiently in order to communicate and interact with others; to understand and interpret safety instructions; and to respond to internal and external inquiries.
3. Ability to understand and comply with City and departmental guidelines, policies, procedures and expectations.

This job description has been designed to indicate the general nature and level of work that may be performed by an employee. It is not designed to contain or be interpreted as a comprehensive inventory or list of all of the duties, responsibilities and qualifications required of employees assigned to this job. Supervisors/Managers and/or Department Heads may also assign additional or other lawful duties as may be necessary and/or required. The City reserves the right to modify or change this job description at any time, for any lawful reason, with or without notice. This job description is not, and should not be construed or implied to be a contract, promise or guarantee of continued employment.

Americans with Disabilities Act Compliance

The City of Charleston, WV is an Equal Opportunity Employer. The ADA requires the City to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

EEO: The City of Charleston provides equal employment opportunities (EEO) to all current employees and new applicants for employment without regard to sex, race, color, age, national origin, ancestry, religion, disability, medical condition, genetic information, marital status, sexual orientation, gender identity, citizenship, pregnancy or maternity, veteran status, or any other status protected by applicable national, federal, state or local law.

Pursuant to the City of Charleston Personnel Rules and Administrative Policies, this position is a "protection sensitive" and/or "security sensitive" position and therefore requires a criminal background check.