West Fargo Park District

POSITION: Scheduling Specialist

DEPARTMENT: Recreation

REPORTS TO: Events and Marketing Supervisor

FLSA CLASSIFICATION: Exempt


ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Works with the public, schools, organizations, and agencies that are renting the Park District facilities.
  • Follow West Fargo Park District Athletic Field Use Guidelines to prioritize reservations and minimize scheduling errors.
  • Develop and enforce rental policies, procedures, and fee structures in alignment with district goals.
  • Monitor facility availability and proactively promote underutilized spaces to maximize revenue and community benefit.
  • Collaborate with internal departments to optimize facility usage and accommodate programming needs.
  • Maintain accurate records of reservations, usage reports, and financial transactions.
  • Provide input on facility scheduling trends and opportunities for improvement.
  • Assist in preparing Facility Use Agreements for Tournaments/Events and ensure proper contracts and insurance are on file.
  • Assist with composing and preparing correspondence.
  • Assist with payments and invoicing.
  • Assist patrons by answering questions, providing published literature or directing them to the appropriate staff member or community resource.
  • Handle incoming telephone calls and direct calls and messages to appropriate staff.
  • Be understanding and sensitive to working with diverse populations.
  • Assist in proofing, editing and preparation relating to Park District publications.
  • Create a positive image of the Park District in a variety of public contact situations.
  • Follow, support and uphold the West Fargo Park Districts Standards and Expectations for Employee Excellence.
  • Perform other duties as required or assigned.
  • Support special events and programs as needed.

MINIMUM QUALIFICATIONS

  • Associate or Bachelor's degree in Business Administration, Recreation Management, Hospitality, or a related field preferred.
  • Experience in scheduling, event coordination, or facility management preferred.
  • Strong organizational skills with the ability to manage multiple priorities and deadlines.
  • Excellent customer service and communication skills.
  • Proficiency in scheduling software and Microsoft Office Suite.
  • Ability to work independently and as part of a team.
  • Knowledge of facility rental policies and best practices is a plus.
  • Strong communication skills, both orally and in writing.
  • Ability to maintain a good working relationship with other employees, supervisors and the general public.
  • Possess a basic knowledge of computers and the skills to use this tool in the application of data processing and communication. (Microsoft Word, Excel, Outlook, Active Net, and Occasion.
  • Valid driver’s license.

SPHERE OF DAILY DUTIES:

  • Schedule all large and small space rentals for Park District programs and for public use, including party rentals and meetings.
  • Coordinate overall facility schedule with Communications Specialist for publication of calendar of events, facility announcements, building hours and special postings.
  • Coordinate with various special interest groups to rent gym/turf space as directed by the Events and Communications Supervisor.
  • Ensure the front desk has VMA and RRC facility daily and weekly rental permits.
  • Coordinate with the Facility Supervisor to provide information about potential renters as related to a to related operation (electrical, structural, mechanical, sound, lights, IT, parking requests, etc.) questions for the potential rental of either RRC or VMA.
  • Coordinates facility rental agreements, hours of use, areas of use and considers special requests for rental of VMA and RRC. Finalizes invoices, bills and collects the fees for rental the renter/user of large and small space rentals, ice time. Facility credit card point of contact and reporting for all West Fargo Park District facilities.
  • Coordinate outdoor athletic field and large facility rentals point of contact in the event Events and Communications Supervisor is absent.
  • Maintain party rental software (Occasions).
  • Maintain and update seasonal shelter reservations. Coordinate shelter and activity center schedules with Park Foreman.
  • Provides direction and guidance for reserving various rooms and birthday parties in the Rustad Recreation Center.
  • Coordinates all Park District shelter and activity center rentals

APPLICATION PROCESS
To apply, please submit your application online. The position will remain open until March 24th.

PHYSICAL AND MENTAL DEMANDS

This position requires the employee to work in a fast-paced environment, with the ability to meet frequent deadlines. While performing the duties of this job, the employee must regularly sit, talk and listen. The employee is frequently required to use hands to touch, handle or feel. The employee is occasionally required to stand and walk. The employee may be required to occasionally perform a full range of motion while lifting and or carrying items weighing up to 25 pounds. The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.

WORKING ENVIRONMENT

Work is performed in a standard office environment. The noise level in the work environment is usually moderate. The work environment characteristics described here are representative of those individual encounters while performing the essential functions of this position.

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