Administrative Coordinator, Cloverleaf Recreation Center

Title: 4.32 Administrative Coordinator, Cloverleaf Recreation Center

Reports to: Director of Recreation Center, local superintendent

Work Activity Classification: Sedentary

Employment Status: Full-time, year around (Includes 6 paid holidays: Thanksgiving Day, Christmas Day, New Year's Day, Memorial Day, Independence Day, Labor Day)

Hours: 9:00-5:30

FLSA Status: Non-exempt

Qualifications:

1. High school graduate or equivalent

2. Experience in customer service, office administration, bookkeeping, cash handling, recreation operations, or a related field.

3. Strong organizational skills with the ability to maintain accurate records, manage multiple responsibilities, meet deadlines, and adapt to changing priorities.

4. Effective interpersonal, verbal, and written communication skills with the ability to provide professional customer service and work collaboratively with employees and the public

5. Proficiency with computers and the ability to learn and effectively use recreation management, registration, scheduling, payment-processing, and other job-related software.

Essential Duties and Responsibilities

• Assist with the safe, efficient, organized, and customer-focused daily operation of the recreation center, including opening and closing procedures, facility readiness, and monitoring safety and maintenance concerns.
• Develop, maintain, and post employee work schedules; train and provide day-to-day direction and support to reception staff and other assigned employees.
• Coordinate facility scheduling for programs, classes, tournaments, rentals, conference rooms, school use, meetings, and other community activities.
• Process facility rentals, prepare invoices, agreements, contracts, and related documentation, and maintain accurate rental and payment records.
• Provide professional customer service by answering phones, greeting patrons, responding to questions, and assisting with memberships, registrations, programs, schedules, policies, rentals, and facility use.
• Process memberships, renewals, program registrations, payments, and patron account information; maintain accurate membership, residency, registration, attendance, and participant records.
• Prepare class rosters, attendance records, and program information for instructors and assist with the administration and coordination of recreation programs, fitness classes, tournaments, and community activities.
• Prepare instructor and program-provider contracts and payment documentation and process payments upon completion of applicable programs or services.
• Receive, document, reconcile, and prepare daily deposits; maintain accurate financial records and complete daily, weekly, and monthly financial reports in accordance with district procedures and internal controls.
• Track and report revenue, participation, attendance, memberships, rentals, fitness programs, merchandise sales, and other recreation center financial and operational activity.
• Prepare and submit required participation, reimbursement, and related reports for third-party fitness and wellness programs, ensuring accurate documentation and timely submission.
• Prepare purchase requisitions and purchase orders, monitor inventory, and maintain adequate supplies, materials, and equipment for facility and program operations.
• Create and maintain promotional materials, flyers, newsletters, announcements, and program information; update digital display boards, the district website, online events, and other approved communication platforms.
• Maintain accurate and confidential records related to patrons, employees, memberships, programs, finances, rentals, contracts, inventory, and facility operations.
• Maintain community service records, verify completed hours, provide documentation to workers, and submit completed records to appropriate probation officers.
• Prepare monthly scheduling books, reports, and other administrative documentation and maintain records in accordance with district policies and record-retention requirements.
• Promote a welcoming, respectful, inclusive, and service-oriented environment and maintain professional relationships with patrons, employees, instructors, vendors, schools, community organizations, and district personnel.
• Participate in meetings, training, and professional development and perform other duties related to the position as assigned by the Director of Community Education, Superintendent, or designee.

Other Duties and Responsibilities:

• Serve as a role model for students and staff in how to conduct themselves as citizens and as responsible, intelligent human beings.
• Help instill in students and staff the belief in and practices of ethical principles and democratic values.
• Conduct other duties related to the assistant director's duties as assigned by the community education director.

Additional Working Conditions:

• Occasional exposure to blood, bodily fluids and tissues.
• Occasional interaction among unruly children and/or adults.

Terms of Employment:

Salary and work year to be established by the board.