Guest Services Representative (1742_223576) more… ▼
| Location: | Minneapolis (Medicine Lake), MN |
| Company: | Three Rivers Park District |
| First posted: | March 20, 2015 |
Job Type
Part-Time Non-Benefited
Description
To promote and provide administrative support to park staff and guests for Park District programs, services, and facilities by processing requests for facility reservations, special use permits, and program registrations as well as responding to inquiries and concerns in a courteous manner to project a favorable image of the Park District.
Essential Duties and Responsibilities
To maintain a high level of knowledge pertaining to the diversity of parks, facilities, programs and services provided by Three Rivers Park District in order to respond to inquiries and requests for facility reservations, program registration, special use permits, etc. in a courteous, business?like manner.
- Promotes effective utilization of park facilities and programs.
- Courteously greets visitors via telephone, email or in person to ensure the highest level of customer service.
- Assists park guests to ensure a positive park experience.
- Remains current on relevant Park District policies, procedures and operating information
- Distributes Park District materials to guests as requested.
- Maintains and updates Park District emailing list as needed.
Registers and reserves programs and facilities.
- Operates computerized public information and reservation systems in an efficient and accurate manner.
- Maintains appropriate information regarding Park District facilities, programs, services and operations via computer.
- Stays informed and maintains a detailed understanding of Park District program offerings and class descriptions.
- Coordinates with field staff to update written communications sent to park guests related to reservations.
- Maintains a thorough understanding of reservations policies, prices, and procedures. Remains up-to-date on all exceptions to these policies and procedures
- Receives and records payments and issues invoices and special use permits to park guests in accordance with Park District guidelines.
- Coordinates with appropriate staff to ensure up?to?date information regarding reservation sites, programs, and related park activities.
- Notifies groups of insurance and liability requirements and monitors receipt of insurance and permit certification
Revenue Handling
- Prepares and processes checks and other revenue for bank deposits and records for the Finance Department in accordance with Park District policies and procedures.
- Audits and analyzes revenue paperwork, deposit records, and bank documentation for accuracy, compliance with revenue handling procedures and revenue security controls.
- Prepares and enters customer invoices, refund requests, and damage deposits related to reservation and program activity and processes credit card charges consistent with administrative policy.
- Informs Revenue section of all discrepancies in revenue records and any noncompliance with standard revenue handling procedures.
Communicates with Website staff of updates and changes in facility-related material, guidelines, or other miscellaneous information in order to keep accurate literature and resources available to the public when searching online.
- Works with Marketing and Communications staff on the reservation software RecTrac entry/editing for the quarterly guides for programs, lessons, leagues and ski school classes.
- Acts as liaison with Communications, assuring that the programming needs and initiatives of the Park District’s Web site and internal Web resource centers are met.
- Assist in training internal Park District staff on how to proficiently use RecTrac at their location.
Maintains accurate and orderly files and records for reservations and program registration activity. Keeps Guest Services Supervisor and other appropriate staff promptly informed of problems related to park operations or programs. Assists guests to navigate the website and trouble-shoot any problems they have that are prohibiting them from enrolling for activities/camping online. Establishes and maintains effective working relationships with other departments and Park District staff. Performs other related duties as apparent or assigned.
Qualifications
Must be available to work some weekends.
QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required with a high level of detail.
EDUCATION and/or EXPERIENCE: High school diploma or general education degree (GED), one year related post-secondary education, and two (2) years of customer relations experience; or any combination of education and experience equal to the above.
LANGUAGE SKILLS: Good knowledge of generally accepted business English usage including the ability to use correct grammar, spelling, and punctuation. Working knowledge of general office procedures. Sound phone skills and the ability to communicate both orally and in writing a positive and caring image of the Park District. Ability to write routine reports and correspondence.
MATHEMATICAL SKILLS: Working knowledge of business math including the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
REASONING ABILITY: Ability to understand and interpret to park guests complex policies, procedures, and ordinances. Ability to apply common-sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
OTHER SKILLS and ABILITIES: Ability to operate a switchboard in a diplomatic and pleasant manner under stress conditions. Skill in word processing accurately at a speed of 45 correct words per minute preferred. Ability to operate office machines, such as word processors, computerized public information and reservation systems, fax machines, copy machines, and calculators and the ability to work with computerized applications of list management, such as word processing and data entry and retrieval. Must have demonstrated basic understanding office skills such as developing and maintaining filing systems, bulk mailing, and compiling reports in an attractive manner. Professional, pleasant, enthusiastic, personality with demonstrated strong customer service and professional telephone skills used toward promoting Park District facilities and services. Ability to make sound judgments in determining priority of work in order to meet deadlines. Ability to develop and maintain effective working relationships with Park District personnel and the general public.
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. While performing the duties of this job, the employee is regularly required to sit and to manipulate office equipment, machines, and material. The employee is regularly required to talk and hear. The employee must occasionally lift and/or move up to 35 pounds.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
The noise level in the work environment is usually moderate.
Selection Procedure
A fully completed Three Rivers Park District Online Application including supplemental application questions must be received by Human Resources by Wednesday, March 25, 2015 @ 4:30 pm. Any materials received after the closing date and time will not be considered.
Applications will first be evaluated in a Training and Experience Assessment worth 100 points. Veterans Preference will be applied in accordance with Minnesota law. A score of 80 or better is necessary to be certified to an eligibility list from which appointments may be made. A top group of eligible candidates will be invited to an interview.
Final appointment is contingent upon the applicant passing a background investigation including a criminal history search. Costs of the background will be paid for by Three Rivers Park District.
acdc:1742_223576
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