RECREATION SERVICE REPRESENTATIVE - The Villages, United States - Village Center Community Development District

Description

Job Description

JOB SUMMARY

Performs under the general direction of the Recreation Facilities Manager, the incumbent assists recreation personnel in the area of resident and guest relations by answering phones and interacting with walk-in customers. Other duties and accountabilities include, but are not limited to; issuing guest passes, executive trail fees, registering guests in lifestyle events, acting as a contact person to set up new resident lifestyle volunteers, interacting with existing resident lifestyle volunteers on contract renewals and room reservations, educating and informing residents/guests on recreation operation and use of facilities. Position requires optimal customer service skills, both verbal and nonverbal, which include dealing with problems and/or complaints in a courteous and professional manner at all times.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, but not limited to)

Administrative

Guest IDs / MaxGalaxy / Resident ID and Gate Cards

• Issues guest IDs, using AS400 including walk in requests and online internet requests.
• Research resident guest information for authenticity before issuing guest passes.
• Inputting resident information and creating user accounts in MaxGalaxy.
• Re-issue resident gate and/or ID card in ID Flow and AS400 software programs.

Resident Lifestyle Club/Activities

• Demonstrates knowledge all recreation centers clubs, leagues and recreational activities, and be present and accessible to ensure optimal customer service.
• Registers residents and guests in MaxGalaxy for lifestyle events/socials.
• Provides assistance, direction and information to existing and new resident lifestyle volunteers. Set up new permits for resident lifestyle volunteer groups in Safari renewing and maintaining permits each year, updating contact information, and include inventory of their requirements for the event.
• Creates and updates weekly Recreation News inserts for newspaper, meeting printing deadlines.

Incident Reporting

• Follows District incident reporting protocols for all incidents related to self, residents and/or guests, including but not limited to health, safety, lost items and/or facility conditions by reporting same immediately to the Recreation Facilities Manager at the time of such incident, or no later than the end of an assigned shift.

Finance

• Follows cash handling procedures for collecting monies.
  • Daily opening of safe and completion of Change Fund Verification Form.
  • Print daily closeout reports from various systems and reconcile them with funds collected.
  • Complete closeout checklist.
• Taking all payment methods for Trail Fees, The Enrichment Academy, Socials, Outdoor Excursions and other recreation events in MaxGalaxy System.
• Record Trail Fees in AS400/iSeries computer software.
• Assist internal and external auditors on cash counts.

Recordkeeping

• Maintains recordkeeping, either manually or via computer, as directed and within designated timeframes. Recordkeeping may include, but is not limited to, entering attendance data in Event Set-up Reports, noncompliance data, Guest ID stats or other duties as assigned.

General

• Receives incoming calls, secure identity of caller when required, and complete connection. Answer telephone calls by identifying self and facility and provide to caller accurate information. When forwarding calls to staff, request name and nature of the call.
• Acknowledges and welcomes all visitors in a positive and cheerful manner upon entry to facility or initial interaction at facility site and provide accurate information about departmental and center activities.
• Weekends scheduling will be required at other recreation facilities to issue guest passes, answer phones and lifestyle events sign ups.
• Resides primarily at one location, the ability to travel to other Recreation locations at Department's request due to business needs is also required.
• Abides by department dress code at all times, wearing proper attire to perform all job duties.
• Keeps current with District and Department policies and changes/updates to ensure the ability to abide by and enforce same as it relates to daily duties and responsibilities.
• Performs other special assignments and tasks required as assigned by, Director of Recreation, Assistant Director of Recreation, Recreation Manager, RFM, RAM and Recreation Supervisor.

Additional

• Performs other duties as assigned.
• May be expected to perform additional duties in an emergency.

ESSENTIAL EXPECTATIONS OF PERFORMANCE AND BEHAVIOR (Includes, but not limited to)

• Cultivates and maintains effective working relations within the department, the District, as well as outside of the organization.
• Models behavior to the District Core Values at all times.
• Fosters a teamwork environment.

MINIMUM EDUCATION AND EXPERIENCE (Includes, but not limited to)

• High School Diploma or three to six months related experience/and or training, or equivalent combination of education and experience.

MINIMUM CERTIFICATES, LICENSES, REGISTRATIONS

• CPR/AED training.
• Valid Florida Driver's License required.
• All candidates and employees must successfully pass background and drug screening.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES (Includes, but not limited to)

Knowledge

• Demonstrated knowledge of District and Department policies and changes/updates to ensure the ability to abide by and enforce same as it relates to daily duties and responsibilities.

Skills

• Must be proficient in Microsoft Word, Excel (formulas), and Outlook.

Abilities

• Be at work and ready to start promptly at the scheduled shift beginning, and complete assigned shifts as an active team member.
• Excellent written and verbal communication skills, as well as a professional appearance and demeanor.
• Strong work ethic and commitment to providing optimal customer service.
• Well organized and able to successfully multi-task in a fast-paced environment to meet multiple demanding deadlines.
• Ability to work on weekends and willingness to work and/or substitute at other locations.

EQUIPMENT

Position regularly requires the use of:

• Recreation equipment including but not limited to scanners.
• Office equipment, including but not limited to telephones, personal computers, credit card machines and productivity software.
• District vehicle (truck, car or golf cart).

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS (Includes, but not limited to)

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.

While performing the duties of this job the employee will be exposed to the following:

• Exposed to noise level in the environment that is usually moderate.

Physical Requirements

The physical requirements described 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 following applies:

• Regularly required to stand, walk, push/pull, use hands/fingers, reach forward and overhead, kneel, stoop, twist, squat, sit, balance.
• Occasionally required to climb stairs, crawl.