PARK DISTRICT OF LA GRANGE FACILITY & OPERATIONS SUPERVISOR

JOB TITLE: Facility and Operations Supervisor
Department: Recreation
SUPERVISION: Position reports directly to the Facility and Operations Manager
FLSA: Exempt
 
GENERAL PURPOSE:
The Facility & Operations Supervisor is responsible for the overall operations and customer service of the Recreation Center, including the LaGrange Fitness Center. Tasks include primary liaison to patrons and staff for registration software, staff scheduling, creation, overseeing membership program, district-wide facility rentals, direct supervision and training of the front desk team members and “Manager on Duty” team members and other assigned part time team members along with point person for district open-gym offerings. The employee follows the overall goals and objectives, activities, services, policies and procedures as prescribed by the Executive Director upon policy approval by the Board of Commissioners.
 
QUALIFICATIONS:
A bachelor’s degree in Recreation and Parks Administration or equivalent degree is preferred and/or three years supervisory and facilities experience. Ability to administer all functions of the Recreation Center as required by the Facility and Operations Manager. Basic understanding of computer operations including, but not limited to proficiency in word processing and data entry. Rectrac experience preferred. Experience with budgeting preferred. Experience with Membership based operations preferred. Experience with training and developing staff is required. Interested candidates must have a valid Driver’s License. CPR certified or obtain within first 90 days, in addition becoming a CPR Instructor within first year.
 
ESSENTIAL DUTIES:
 
Responsible for organizing, implementing, evaluating, and maintaining supervision over the front desk staff, Manager on Duty program, all district memberships, all district rentals, point person for district open-gym opportunities, liaison for patrons and staff regarding district registration software.
 

1. Responsible for overall customer service as well as facility management and ensuring that patrons are adhering to facility guidelines.
2. Responsible for supervision and training of all full-time and/or part-time staff at the front desk(s), as well as managers on duty and other staff assigned.
3. Responsible for communicating, processing and approving all Park District facility rentals such as Banquet Facility, Party Rooms and Programming Rooms, park pavilions, park sports fields, affiliate group facility usage and procuring/processing facility rental payments.
4. Manages and oversees all district memberships (fitness, open gym, track, etc).
5.  Performs various administrative duties including but not limited to all Park District registrations, scheduling of part-time staff, Rec Trac inquiries, payment plans, and cross training of other full-time front-line staff duties.
6.  Responsible for daily walk throughs of the Recreation Center, ensuring cleanliness and room set-ups.
7. Responsible for creating and managing open gym schedule.
8. Assists with accepting, verifying and processing all program registrations.
9. Assists with maintaining a detailed schedule of all classes, seminars, organizations, and rentals in the Recreation Center.
10. Plan and oversee the administration of all fitness programs and activities
11.  Maintains and balance cash box daily.
12. Oversees routing mail and verbal or written messages to all staff.
13. Oversees contacting participants for cancelled classes and stand-by lists.
14. Oversees the checking in customers for daily facility use, including the playground, track and open gym.
15. Produces a monthly board report; this includes financial reports for rentals and recreation center members.
16. Resolves differences and problems that may arise with customers as well as staff in a calm and respectful manner.
17. Constantly review and monitor facilities and make recommendations as to needed improvements.
18. Evaluates the effectiveness of all services and makes recommendations for modification of services to the Facility and Operations Manager.
19. Provides appropriate information for District program guides, marketing, etc.
20. Seeks, interprets, and implements input from the public.
21. Maintains required records.

 
PERSONELL MANAGEMENT:
 

1. Recruits, interviews, selects, and supervises part-time personnel within the customer service office in consultation with the Facility and Operations Manager.
2. Ensures that the front desk is staffed during hours of operation. This includes finding a replacement for absent staff and filling in when needed in an emergency.
3. Fosters teamwork and implements training to address and accomplish the desired goals of the department and agency.
4. Evaluates employees’ performance by completing regular evaluations. Overall supervision of employees and hold employees accountable for meeting deadlines.
5. Provides all subordinates with specific guidelines and task instructions as necessary.
6. Maintains and processes payroll.
7. Monitors all aspects of the assigned areas to ensure compliance with the Fair Labor Standards Act and all other district human resource policies, procedures, and regulations. Any unusual or unprecedented human resource or personnel occurrence or situation shall be quickly brought to the attention of the Facility and Operations Manager, ensuring that all proper documentation is followed as prescribed by the director’s policies.
8.  Researches and prepares operating and procedural manuals for staff.

 
 
FISCAL MANAGEMENT:

1. Prepares and monitors budget for assigned areas, utilizing Tyler Technology
2. Complete competitive analysis to remain competitive.

 
 
CUSTOMER SERVICE:

1. Maintain close contact with the population and guests served.
2. Continually evaluate the effectiveness of the customer service-based programs, policies, and procedures from the standpoint of customer and participant response. Considering these findings make recommendations to the Facility and Operations Manager, as appropriate, to improve effectiveness and efficiency.
3. Provide input and program guidance to the Facility and Operations Manager for all programs, activities, and services assigned.
4. Ensuring a high-quality customer service experience and assure adequate customer service training for all employees.
5. Responsible for maintaining positive working relationships with customers, coworkers, district staff, and Executive Director.
6. Continually evaluates the effectiveness of the rental process and other procedures from the standpoint of customer and participant response.
7. Ensures a high-quality customer service experience for all patrons of the Park District.
8. Provides customer service training for the Park District of La Grange in collaboration with the Facility and Operations Manager.

 
Other Duties and Responsibilities:
Other

1. Learns and works independently in district registration software program within 90 days of job start.
2. Facilitates and participates in cross training to teach/learn additional front desk/office duties. Facilitate office coverage as needed in emergencies/employee absences.
3.  Works at special events and seasonal registration days as needed.
4. Provides excellent customer service in all areas of public contact.
5. Adheres to Park District safety rules and procedures to exercise safe work practices.
6. Other facility related responsibilities as assigned by the Facility and Operations Manager.
7. Serve on committees and focus groups as assigned.
8. Attending professional conferences and workshops to further develop knowledge in related areas of responsibility as assigned.
9. Appropriately resolve concerns, problems, and emergencies that arise.
10. Other duties as assigned.

 
Psychological Considerations:
The Facility & Operations Supervisor may feel stress from being held responsible for demands by staff and customers. They will resolve differences and problems that will arise with customers as well as staff. This is a highly visible position with a great deal of public interaction. They must maintain a positive approach to public service.
 
Physical Demands:
This position involves frequent sitting, walking, reaching, handling, and keyboarding. It also involves occasional climbing, balancing, stooping, kneeling, and crouching. This person should have the ability to lift up to 50 lbs.
 
Environmental Considerations:
This person may be exposed to elements when driving to meetings and programs or when supervising district functions. Activities are performed indoors and outdoors during all seasons of the year. Varying conditions include lighting, temperature, and outdoor elements. There is a potential exposure to chronic infectious diseases.
 
Cognitive Considerations:
The Facility & Operations Supervisor must exhibit good problem-solving abilities and good judgment in keeping with the mission of the district.
 
This is not necessarily an exhaustive list of all responsibilities and effects of working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job when circumstances change, e.g. emergencies, rush jobs, changes in personnel, workload, technological developments, etc.