Program Specialist

City of El Monte; El Monte (CA); On-site; USD 42,000 - 65,000; Full time

Job summary

The City of El Monte seeks an organized administrative support person to help run recreation programs and citywide events. You’ll assist staff and volunteers, handle registration and records, and ensure facilities are prepped and maintained for activities.

Strong communication, basic finance, and safety awareness are essential to coordinate programs, manage rentals, and deliver quality community services.

Qualifications

• Knowledge of program operations and customer service standards.

Responsibilities

• Assist in daily program operations and events, guiding staff and volunteers.

Skills

Lead direction

Program operations

Office administration

Program activities

Facilities maintenance

Sanitation/food safety

Record keeping

Basic arithmetic

Safety compliance

Customer service

Communication skills

Education

High school diploma or equivalent

Three years recreation program admin experience

Safe Food Handler certification within 30 days

American Red Cross CPR/First Aid/AED certification within 30 days

Tools

General office software

Job description

This recruitment may close before the deadline listed above or upon receipt of the first 100 application, whichever comes first.

DEFINITION

Under general supervision, assists in overseeing specific program activities or program sites; helps in the day-to-day operations of assigned programs; completes client registration forms; oversees rented facilities; tracks fees; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned management personnel. May provide lead direction to assigned part time or volunteer staff.

CLASS CHARACTERISTICS

This classification provides administrative and operational support to the City's recreational programs, services and activities. Incumbents perform the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Assists in the daily operations of an assigned program and in the execution of City-wide events and activities; leads, and assists staff and volunteers in the daily program operations.
• Assists patrons and residents regarding questions, problems, concerns, and activities in the provision of recreation program operations, activities, and services.

• Completes client registration forms, intakes, and assessments; maintains records of participation and collects participant fees.

• Assists in conducting and monitoring recreational program activities within one or more assigned program areas including leisure activities and nutrition programs.
• Oversees site preparation and clean up of all food service and program equipment.
• Serves as the primary staff overseeing rented facilities; monitors facility use; opens, closes, and secures buildings for events and assists in the preparation of the facility and amenities for patron use.
• Responds to concerns on facilities maintenance; assesses situation and request facilities maintenance support; maintains cleanliness and upkeep of assigned facilities.
• Assists in planning and conducting community events, general programs, and facility rentals; sets up and takes down tables, chairs, and equipment for classes, activities, events, and meetings.
• Maintains accurate records of services and activities related to recreation programs; prepares a variety of written reports, memoranda, and correspondence.
• Performs other duties as assigned.

QUALIFICATIONS

Knowledge of:

• Basic principles of lead direction.
• Operations, services and activities of assigned program.
• General office and business administrative practices.
• Methods and techniques of implementing program activities.
• Basic facilities maintenance principles.
• Local sanitation and health regulations.
• Safe and sanitary food service procedures.
• Record keeping principles.
• Basic arithmetic.
• City and mandated safety rules, regulations and protocols.
• English usage, spelling, vocabulary, grammar, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

• Assist in the implementation of assigned program and the planning of special events.
• Interpret, and apply facility use policies and procedures.
• Provide courteous assistance to facility patrons.
• Lift and move tables and chairs and arranging facilities for community events and/or meetings.
• Oversee site preparation and clean up of food service activities.
• Maintain facilities and equipment in a clean, safe, and secure manner.
• Operate modern office equipment including computer equipment and software programs.
• Maintain accurate logs, records, and basic written records of work performed.
• Understand and follow oral and written instructions.
• Organize own work, set priorities, and meet critical time deadlines.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education:

Equivalent to the completion of the twelfth (12th) grade.

Experience:

Three (3) years of experience providing day-to-day administrative and operational support to a recreation program.

Licenses and Certifications:

• Possession of a Safe Food Handler certification within 30 days of employment, when assigned to oversee a food program.
• Possession of a certification in American Red Cross CPR, First Aid, and AED within 30 days of employment.

Physical Demands

When assigned to an office environment, must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone; ability to stand and walk between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.

When working in an external environment, position requires sitting, standing, walking on slippery surfaces, reaching, twisting, turning, kneeling, bending, stopping, squatting, crouching, grasping and making repetitive hand movement in the performance of daily duties. Employees must possess the ability to lift, carry, push, and pull materials and objects averaging a weight of 40 pounds, or heavier weights with the use of proper equipment and/or assistance from other staff.

Environmental CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees also work in the field and are exposed to loud noise levels, cold and hot temperatures, and inclement weather conditions. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

WORKING CONDITIONS

May be required to work a varied schedule of hours, which may include early mornings, evenings, weekends, and holidays.

E-Verify

The City of El Monte is an E-Verify employer. E-Verify is an Internet based system operated by theDepartment of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.