Part-Time Senior Program Specialist: Contract Classes

Senior Program Specialist For Contract Classes Program

The City of Anaheim Community Services is seeking a Senior Program Specialist for our Contract Classes Program. This is a part-time, year-round position averaging approximately 30 hours per week; no minimum number of hours is guaranteed, and a limited number of weekends, nights, and holidays are included. Under minimal supervision, this position performs a variety of duties to assist with the coordination of recreation contract classes, and communication with the public via telephone, front counter, mail and email; including entering course and instructor information in the CivicRec software program, reserving facilities, processing instructor payments, drafting instructor contracts, preparing and processing instructor contracts, preparing and tracking instructor insurances, finding new and exciting classes to offer residents, performing class visitations and evaluations, preparing content to advertise classes and camps through various social media platforms, assisting in the production of the Activity Guide, notifying patrons and facility staff of class cancelations or changes, attending community events as a marketing ambassador for the department, initiating refund requests, processing Anaheim Community Foundation Scholarships applications, and performing other related work as required by the Community Services Department.

Distinguishing Characteristics: This is the journey level classification in the Recreation Services series. Incumbents are responsible for program planning, staff supervision, and administration for a particular recreational services program or functional area.

Essential Functions

Responsibilities and duties may include, but are not limited to, the following:

• Assist the Community Services Coordinator with contract recreation class programming.
• Enter course and instructor information into the CivicRec software program.
• Solicit reviews and offer recommendations for new contract class proposals.
• Prepare, process, and track instructor contracts and instructor insurances.
• Perform class visitations and evaluations.
• Compile evaluation/survey results.
• Prepare content to advertise classes and camps through various social media platforms.
• Assist in the production of the quarterly Activity Guide.
• Process Anaheim Community Foundation Scholarship applications.
• Recruit and conduct orientations for new contract recreation instructors.
• Prepare instructor payments and miscellaneous reports.
• Provide program information to the public via telephone, front counter, mail, and e-mails.
• Faxes, e-mails, and mailed materials.
• Assists in general event planning.
• Plan, organize, implement, lead, and assist in one or more recreation programs, activities, and/or systems at one or multiple sites.
• Plan, develop, and provide recreation program work; research excursion sites; communicate the status of activities and services to appropriate personnel.
• Assist in ordering supplies and materials for projects and activities; reserve needed buildings and equipment.
• Assist in the recruitment and selection of staff and volunteers; provide training, orientation, and guidance to assigned staff; provide input to performance evaluations.
• Monitor facility use; open, close, and secure buildings for events and assist in the supervision and preparation of the facility and amenities for patron use.
• Train staff and volunteers in work methods and relevant safety precautions.
• Act as a City representative, in person and over the phone, to patrons and the general public concerning questions, problems, concerns, and activities in the provision of recreation program operations, activities, and services.
• Document all incidents involving injury, behavioral problems, and/or any unusual events; communicate as appropriate to supervisor, parents, and others.
• Update and implement policies and procedures, including standard operating procedures for assigned programs and facilities.
• Participate in ensuring compliance with relevant permitting and licensing laws and guidelines; maintain and update all records required by Federal, State, and local regulatory agencies; interpret and apply policies, procedures, laws, codes, and regulations; assist in education about the enforcement of rules and regulations; ensure adherence to rules and ordinances.
• Ensure the safety of the public and staff at all times by inspecting, patrolling, monitoring, and instructing on the safe use of program facilities, equipment, and supplies; maintain a safe, clean, and tidy environment; report unsafe conditions or illegal activities.
• Assist and participate in recreation services special events, including setting up and taking down equipment and materials and facilitating activities.
• Develop and prepares brochures, flyers, newsletters, and other materials; process registration in the Department's program registration and facility reservation system, fees, refunds and deposits.
• Attend regular staff meetings; maintain positive working relationships with co-workers, other departments and outside agencies.
• Administer basic first aid and adult and/or child cardiopulmonary resuscitation (CPR) as necessary.
• Recruit, train, direct, evaluate, and supervise the work of subordinate staff and volunteers.
• Supervise, coordinate, and evaluate a variety of recreational programs.
• Organize a variety of tasks, track program information, track staff/volunteer hours, prepare reports, and maintain logs, work schedules, delivery routes, and financial records.
• Order and maintain program supplies, equipment, and informational literature.
• Prepare, understand, and interpret written and oral instructions, policies, and procedures.
• Assist in the coordination of special events; arrange for staffing of special events booths and deliveries of publicity materials.
• Respond to citizen's requests and complaints; follow up and provide solutions to citizen problems
• Provide information, referral, and assessments; coordinate emergency assistance, and senior wheels transportation program; assist with special events and fundraisers; develop and distribute program publicity; serve as liaison to community committees.
• Supervise and coordinate annual instructor evaluation process;
• Create advertising contact and mailing list for newspapers, cable, radio, and internet; coordinate marketing information and send out regularly scheduled new release packets; create fliers, forms, letters, activity guide copy, and write press releases.
• Reserve facilities and process registrations as needed; cancel courses in CLASS and notify patrons and community center staff of course cancellations; process refunds and Anaheim Community Foundation scholarship applications.
• Prepare community center calendars for scheduling of the proposed upcoming session of recreation classes.
• Serve as a liaison between the City and cable company in updating Channel 3 Slides; assist in the maintenance and updating of the Division's website.
• Assist in producing fundraising materials such as letters, lists, proposals, and brochures; assist in the management of fundraising records; contact prospects by phone or written correspondence to seek donations.
• Maintain positive working relationships with co-workers, other departments, and outside agencies; maintain high level of customer service, courtesy, and professionalism for all public contacts; communicate effectively with the public and with co-workers; establish cooperative working relationships.
• Perform related duties and responsibilities as required.

Qualifications

Experience: Two (2) years journey level experience related to the recreational program to which assigned, including supervision of employees and volunteers. Experience in employee and volunteer supervision and recreation/community facility site management and overview. Knowledge of:

• Basic principles of employee and volunteer supervision and training.
• Principles, practices, and service delivery needs related to the program area(s) to which assigned.
• Procedures for overseeing; planning, implementing, and maintaining a variety of recreation and leisure activities and programs; recreational, cultural, age-specific, and social needs of the community.
• Applicable Federal, State, and local laws, regulations, codes, and guidelines related to the program area and facilities to which assigned.
• Recreation site management and oversight; safety principles and practices, including basic first aid and adult and/or child cardiopulmonary resuscitation (CPR) methods; applicable safety precautions and procedures related to the program area(s) and facilities to which assigned.
• Principles and practices of basic public relations techniques.
• Principles and procedures of record keeping, cash handling, and report preparation; business arithmetic and statistical techniques.
• Modern office practices, methods, computer equipment and computer applications.
• English usage, spelling, vocabulary, grammar, and punctuation; techniques for effectively dealing with individuals of various ages, various socio-economic and ethnic groups, and effectively representing the City in contact with the public.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors and City staff.

Ability to:

• Plan, oversee, implement, and coordinate assigned recreation program operations and activities, as well as staff, contractors, and volunteers.
• Plan and prepare recreation activities, reports, and other related program materials.
• Monitor program budget revenue and expenditures.
• Understand the organization and operation of recreation programs and facilities necessary to assume assigned responsibilities.
• Interpret, apply, explain, and ensure compliance with applicable Federal