General Purpose
Plans, organizes, coordinates, and supervises community recreation programs, events, and private rentals of Town facilities for all ages and interests; performs a variety of routine and complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the Parks and Recreation staff, and assisting in the administration of the standard operating policies and procedures of the department.
Supervision Received
Works under the general supervision of the Program and Recreation Director.
Supervision Exercised
None.
Essential Duties and Responsibilities
- Oversees the utilization and rental of the St. John Community Center for private events including, but not limited to, managing the booking process, conducting facility tours, marketing and promoting the Community Center for event rentals, coordinating event schedules, ensuring efficient use of the center and customer service to ensure smooth and successful event operations.
- Plans and organizes various recreation programs and events, such as youth, adult, and senior programs, athletic leagues, special events, and more.
- Coordinates and schedules department facilities usage, and those owned by other agencies for activities and programs.
- Coordinates schedules and maintains related records for programs, sports leagues, special events, etc.
- Determines material, equipment, facility, supervision or instruction needs for each activity or program and coordinates with other staff member.
- Coordinates and assists in the setup as required for recreational programs, classes, leagues, and special events.
- Coordinates the office operations of the department, develops and maintains office forms and procedures, and assists with administrative tasks involving personnel, budgeting, and facilities.
- Prepares agendas and supporting materials and distributes minutes and reports.
- Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, data processing, and bookkeeping.
- Assists in the procurement of department materials and supplies.
- Operates listed office machines as required.
- Prepares and monitors work orders, purchase orders, program rosters, and shelter permits.
- Composes, types and edits a variety of correspondence reports, memoranda, and other material requiring judgement as to content, accuracy and completeness.
- Inputs data to standard office and department forms and compiles data for various reports.
- Acts as a custodian of departmental documents and records, establishes and maintains filing systems, controls records and indexes using moderate independent judgement.
- Maintains inventories and orders office supplies and materials/supplies related to recreation programs, classes, leagues, and special events.
- Schedules appointments, and performs other administrative and clerical duties.
- Processes program and class registrations.
- Prepares and distributes new releases, flyers, brochures, notices, newsletters, etc.
- Prepares content for social media page(s).
- Duplicates and distributes material.
- Assists public with use of department facilities.
- Operates a vehicle to run errands.
- Attends evening Park Board meetings, as needed.
- Assists with the preparation and updating of the Town website.
- Performs special tasks and projects as assigned by the Town Manager.
Desired Minimum Qualifications
Education and Experience:
- Graduation from high school or GED equivalent, and
- Minimum (2) two years experience in general office practices, or
- Minimum (1) year recreation experience including recreation programing, or
- Any equivalent combination of education and experience in municipal work.
Necessary Knowledge, Skills & Abilities
- Skill in the operation of the listed equipment.
- Proficient knowledge in English grammar, punctuation, and spelling.
- Ability to effectively meet and deal with the public;
- Skill to communicate effectively, orally with excellent writing skills,
- Ability to work in a team and independently, well organized, critical thinker, and detailed oriented.
- Ability to multi-task and work under stressful conditions, tight deadlines, with frequent interruptions.
- Ability to develop, coordinate, and direct varied activities involved in a community recreation program, ability to establish and maintain effective working relationships with employees, supervisors, other agencies, participants, instructors, community leaders, and the general public.
Special Requirements
Valid State Driver’s License or ability to obtain one.
Tools & Equipment Used
Phone, personal computer, including word processing and licensing software; calculator, pencil, ruler, phone, copy and fax machine. Miscellaneous hand tools for the preparation of recreation programs and special events.
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.
- Work is performed in office settings and outside in seasonal weather conditions as required by the recreational program or event. Hand-eye coordination is necessary to operate computers and various pieces of office equipment.
- While performing the duties of this job, the employee is frequently required to stand or sit; walk; talk or hear; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.
- The employee must occasionally lift and/or move up to ten (10) pounds. Specific vision abilities required by this job include close 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 accommodations may be made to enable individuals with disabilities to form the essential functions.
The noise level in the work environment is usually moderately quiet.
How To Apply
To Apply, please DOWNLOAD and then complete the Employment Application Form, be sure to save the pdf after filling it out, and e-mail it along with a resume to: parks@stjohnin.gov or mail a completed application and resume to:
Town of St. John: ATTN: Renn Arvanitis
9350 Hack St Bldg 2
St. John, Indiana 46373
Selection Guidelines
Formal application, resume, rating of education and experience; oral interviews, and references check; job related tests may be required.
Please note: The duties listed above are intended as general descriptions of the work performed by persons assigned to this position, not an exhaustive list of all duties, responsibilities, and skills required. This position description does not constitute an employment contract and is subject to change as required.