City of Fort Wayne

Rental Coordinator - Riverfront Programs

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Working under the direction of the Manager – Riverfront Programs and Events, the incumbent coordinates the inquiry, booking, contract, payment, and set up processes for rentals in Promenade Park (and other areas as needed) and assists with event
Job Code: 2020085
Posted On: Wednesday, 15th January 2020
Category: Seasonal
Department: Parks and Recreation
Shift: 20-40 hours per week, average. Flexible schedule with evenings, weekends, and holidays
Location: Fort Wayne, IN
200 E. Berry Street
Pay Rate: $11.00 - $13.00 per hour

Job Description:

SUMMARY

Working under the direction of the Manager – Riverfront Programs and Events, the incumbent coordinates the inquiry, booking, contract, payment, and set up processes for rentals in Promenade Park (and other areas as needed) and assists with event and program duties as required. The incumbent is expected to exercise good judgment, independence, initiative, and professional expertise in conducting day-to-day operations. All work duties and activities must be performed in accordance with the City safety rules and operating regulations, policies and procedures as well as federal, state, and local regulations.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the ability to interact with the public, City incumbents, and outside agencies with patience, tact, respect, and professionalism and the following. Other duties may be assigned.

  • Responds to rental inquires in a timely manner;
  • Ensures that rental contracts completed with accurate information; Ensures that rental party signs the alcohol policy;
  • Tracks all payments for rentals, catering, security, etc.; Deposits monies in accordance with Parks and Recreation policies and procedures;
  • Manages inquiry, booking, contract, and payment process for rentals;
  • Provide tours of rental areas;
  • Works to meet revenue goals for rentals for each year ;
  • Coordinates rentals with other programming staff and identifies potential scheduling or programming conflicts;
  • Monitors activity during facility rentals, programs, and events; Identifies person responsible for rental party and introduces self; Checks restrooms before and during parties and keeps them clean and stocked;
  • Ensures renter complies with terms of the rental agreement;
  • Open and close facilities;
  • Set- up and tear-down for events, programs, and rentals as assigned;
  • Clean up after events, programs, and rentals as assigned;
  • Meets and coordinates with other divisions within the department when necessary;
  • Completes and submits attendance and other reports as needed;
  • Ensures that rentals start and end on time;
  • Sets up gaming activities, fire pits, and other park amenities as assigned;
  • Provides hospitality services in the park as assigned;
  • Assesses and document damages caused by renters or their attendees;
  • Prepares damage reports and submit to supervisor in a timely manner;
  • Follow call procedures for maintenance issues, emergencies, behavior, etc.;
  • Communicates with security staff as needed;
  • Provides high quality customer service to program and event participants, and the general public;
  • Assist with other programs as directed; Assists with other activities/services as assigned;
  • Assists with determining and securing resources needed including facilities, staff, equipment, supplies, instructors, etc.;
  • Monitors, supervises, and evaluates activities, as well as instructs volunteers, and any subordinate staff;
  • Prepares and submits other reports as needed;
  • Enforces Parks and Recreation Department rules, and adheres to Fort Wayne Parks and Recreation, City of Fort Wayne policies and procedures;
  • Recruits, schedules, supervises, and trains volunteers, as required;
  • Maintains inventory of supplies and equipment;
  • Maintains file of images (digital and other forms) to be used for website and other promotions;
  • Communicates in a professional manner with staff, volunteers, employees, participants, and the general public;
  • Assists in creation of marketing materials for programs.

MARGINAL DUTIES

  • Assumes some of the Riverfront Program and Event Managers duties in his/her absence;
  • Meets with Committees, service organizations, and other ad hoc groups, as needed;
  • Performs other duties as assigned.

PERFORMANCE EXPECTATIONS

The incumbent is responsible to manage their performance in accordance with this job description and the performance expectations provided to them by management. If at any time the incumbent is unsure of their role or specific responsibilities, it is the incumbent’s responsibility to refer to their job description and ask for clarification from their supervisor. Management will work with the incumbent, as needed, to ensure performance expectations are clearly communicated and performance goals are achieved.

SUPERVISORY RESPONSIBILITIES

Assists with supervision of instructors and volunteers.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED); and one to three months related experience and/or training; or equivalent combination of education and experience.

OTHER KNOWLEDGE, SKILLS and/or ABILITIES

  • Proficiently familiar with Riverfront’s Fort Wayne’s Mission, long range plans, and other relevant program areas;
  • Proficiently familiar with various riverfront topics such as ecology, history, and other areas as directed;
  • Proficient in Microsoft Office software, including Word, Excel, and Power Point;
  • Effective communication skills, both oral and written;
  • Ability to establish and maintain effective leadership and role model relationship with participants;
  • Experience with supervising events and programs preferred.

CERTIFICATES, LICENSES, REGISTRATIONS

  • Valid Indiana Driver’s License;
  • First Aid and CPR Certification.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, contracts, and procedure manuals. Ability to write routine reports and correspondence and make changes to contracts, as necessary.  Ability to speak effectively before customers or employees of organization. Contacts occur with the supervisor, departmental associates and the general public to give and receive factual information about the work.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to calculate percentages and track revenues, expenditures, and profits.

REASONING ABILITY

Incumbent's work consists of moderately complex, relatively standardized tasks with the understanding and ability to make practical application of procedures that are directly relevant to the assigned duty such as meeting and coordinating with rental and program representatives utilizing park facilities.

Incumbent makes choices and takes actions in performing a variety of relatively standardized assignments. Errors in decision or work are either readily detected or corrected through supervisory review.  The supervisor's instructions are direct and detailed and will verify quality and accuracy at critical phase.

Incumbent identifies, understands, and communicates when situations deviate from standard practices and works with supervisor to strategize unique solutions.

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.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit and use hands to finger, handle, or feel. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and 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 perform the essential functions.

Apply Online

All applications for currently posted positions will be submitted on line at www.cityoffortwayne.org. Applicants must be 18 years of age or older. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.

(Those individuals who accept employment with the City and live outside one of the six contiguous Indiana counties that border Allen County (DeKalb, Whitley, Noble, Huntington, Wells, and Adams) will have six (6) months from their start date to become residents of either Allen County or one of the six counties listed above. Policy and Procedure Number 204 Page: 1 of 1).

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regards to age, race, color, religion, sex, disability, veteran's status, national origin, or sexual orientation. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.

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