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HomeMy WebLinkAbout2.e. Updating of Operations Coordinator Job DescriptionD OJEIvlOUN 1 EXECUTIVE SUMMARY CITY COUNCIL City Council Special Work Session Meeting Date- February 16, 2010 AGENDA ITEM: Updating of Operations Coordinator Job AGENDA SECTION: Description Discussion PREPARED BY: Dan Schultz, Parks and Recreation AGENDA NO.. Director ATTACHMENTS: Organizational Charts, Current and p I APPROVED BY: �AJ Proposed Job Descriptions I RECOMMENDED ACTION: Discussion only. ISSUE Staff is requesting the City Council to consider approving an updated job descrition for the position of Operations Coordinator in the Parks and Recreation Department. The job functions and type of work performed by the Operations Coordinator over that past few years has changed. The changes have been influenced by the increased maintenance and operations requirements at the arena and community center, the addition of maintaining the former St. Joseph's Church and School, the increased use of contracted maintenance providers and the elimination of the Community Center Manager position in 2008. Staff feels that with the additional duties added to the position, the Parks and Recreation Department will be aligned to operate and maintain our recreation facilities in a more efficient manner. A copy of the current organizational chart for the Parks and Recreation Department is attached along with a copy of the proposed organizational chart. BACKGROUND The position of Operations Coordinator was created in 2001 in response to additional duties that were added to one the City's fulltime Building Maintenance Worker's position in the Parks and Recreation Department. The additional duties included the responsibility of coordinating the sale and scheduling of the indoor ice sheet at the Community Center. SUMMARY The updated job description for the Operations Coordinator position is attached. Some of the new responsibilities being added to the position include coordinating the use of contracted maintenance providers, overseeing facility maintenance budgets and supervising the 3 fulltime and 12 regular part - time building maintenance staff in the Parks and Recreation Department. Although staff are empowered to work with minimal supervision, it is key to have the staff supervised by an employee who is directly involved in the operations of the facilties. The maintenance staff are currently supervised and scheduled by the Parks and Recreation Director. In the past, the Operations Coordintor, Rental Coordinator and all maintenance staff were supervised by the Community Center Manager. The Parks and Recreation Director would continue to supervise the Rental Coordinator and Operations Coordinator, but not the facility maintenance staff. In the past, the City has utilized the services of Ann Antonsen of Springsted (formerly of Labor Relations) to evaluate new or updated job descriptions and assign comparable worth points to the position. Ms. Antonsen has reviewed this position description and recommended the job points be similar to the positions of Code Compliance Inspector and Building Inspector. Based on the points assigned, the position is recommended to be in the same pay range as the Code Compliance Inspector, Building Inspector, Sr. Engineering Tech, and Planner. The wages paid to the Operation Coordinator in 2009 was $52,908, which included $3,543 of overtime pay. The new pay range being recommended after the position update is $52,852 — $66,872. Staff recommends this position not be paid hourly, but rather be paid on a salary instead. This proposed change would only cause a small increase to the 2010 Parks and Recreation and Arena budgets because the existing pay falls within the proposed range. 2 L f� s V O ,V N L O 01 0 N 0 Y d V o G1 Y cr U Y �O d Y N v u Y .0 G C a m Ca) yC CL CL a C (Q C�C C U- LL _N Y C C) K C N Q O v � c a CU O •E c CE c C Y c U (Q L c OD NC C C \ C Q C 0 m a > Y v 0 d Co V) 0 CL Q 0 Ln U C L v H N � C O O a+ C � a O a O O U0 `o Y C T OC O O V O Y j a o. 3 H a a N_ C O F a a v aVi z w O ^ Y O 0 ' N �i N •y F- I c E u d on in C o v Ln a Ln c a o c Y � f0 N 41 Y U u) w w C O N Ln V1 C •� m N m ` I v y c Y N W 7 O m C L v 1 to L m V O z; m N m L O O N N O Q O L a O •Y v � o � u v � � O N Y fd d u Y .c L G m Cv C t m CL C Cu C LL o c v s c 06 o L Y L 0) U Q O a � 'E V � C E c E a, O C: U 'M 2 c E \ C O_ C O a > Y � a 06 m O O_ O_ N V_ C L N N L C � O to Y C °J ° o O u o 0 Y N c c T v o O v O N Y �> a n 7 N m w `u a H C O F c a w w at I � c � Y N o ; y O O q N C 00 O � N a � C 'O O C a+ � fd N N Y V v > w O O O u1 v1 c •0) N i+ N m ` ar u C O i N 0 H N a Ln CITY OF ROSEMOUNT POSITION TITLE DEPARTMENT ACCOUNTABLE TO SUMMARY OF POSITION Operations Coordinator Parks and Recreation Community Center Manager JOB DESCRIPTION JULY 2004 The Operations Coordinator provides support for Community Center operations in the areas of ice arena rental administration and maintenance duties. The duties of the position include but are not limited to: operating ice arena scheduling system, processing arena rental deposits, responding to customers, performing maintenance duties, inspecting mechanical equipment and performing skate sharpening. ESSENTIAL DUTIES AND RESPONSIBILITIES Schedules use of Arena facilities using scheduling system software. Issues facility use permits to customers. 2. Acts as liaison of the Parks and Recreation Department to Rosemount Area Hockey Association. 3. Prepares accounts receivable billing for customers who rent Arena facilities. 4. Performs inspection duties for preventative maintenance of Community Center mechanical systems. 5. Investigates mechanical problems. Makes recommendations for repairs, or as needed, performs repairs. 6. Orders, maintains and inventories mechanical parts, cleaning supplies and other operating supplies for Community Center. 7. Maintains the usable condition of cleaning equipment and recommends equipment needs. 8. Communicates facility schedule to building staff and gives direction to building staff on events preparation. 9. Answers routine inquiries from the public for general information and other relevant questions regarding the Community Center. Assists individuals with routine complaints and routes non - routine complaints to appropriate staff. Meets the customer to assist in the communication of necessary information. 10. Oversees operations of certain events and programs as directed by Community Center Manager. 11. Orientates customers in use of AV equipment, kitchen equipment and other specialized equipment at Community Center. 12. Moves tables, chairs, etc. as needed when working events. 13. Responds to customers' needs during rentals. Carries cell phone, puts out equipment for gym, unlocks meeting rooms, and provides room preparation. 14. Assists with marketing practices for the Arena. 15. Orders and maintains inventory for Arena pro shop. 16. Performs additional duties and responsibilities as assigned. MINIMUM QUALIFICATIONS 1. High school diploma or GED or two years vocational school or equivalent. 2. Three years previous experience working in an ice arena setting performing maintenance, skate sharpening, ice scheduling or an equivalent combination of education and experience. 3. Valid Driver's License NECESSARY KNOWLEDGE, SKILLS AND ABILITIES 1. Working knowledge of ice arena mechanical systems. 2. Working knowledge of computer hardware and software including, Microsoft Word, Excel and applicable park and recreation facility reservation software. 3. Demonstrated skill and ability in both oral and written communications. 4. Flexibility and ability to work under changing priorities and peak work loads. TOOLS AND EQUIPMENT Motorized vehicles for driving purposes to pick up parts and supplies; power and hand tools and equipment for light carpentry and painting; janitorial equipment including single disk floor scrubber, carpet extractor, automatic floor scrubber, vacuum, wet vacuum, mop, broom; snow blower and lift; cleaning chemical dispenser. Ice arena equipment including zamboni and ice edger. Communication equipment including portable phone, two -way radio, pager, and audio /visual equipment. 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 the position. The employee is frequently required to walk, sit, talk and hear. The employee is occasionally required to use hands to finger, hand, feel or operate objects; and reach out with hands and arms. The employee is occasionally required to climb or balance, stoop, kneel or crouch. The employee can occasionally be required to stand for extended periods of time. The employee must occasionally lift and /or move up to 25 pounds, and occasionally lift weights up to 100 pounds. The employee must be able to lift a 60 pound propane tank five feet high and secure it to an ice resurfacer. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust and focus. The employee may be required to perform any and /or all of these physical demands while on ice. 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 the Operations Coordinator, the employee occasionally works near moving mechanical parts. The employee is frequently exposed to changes in temperature, as the arena is significantly cooler than the remainder of the facility, and occasionally exposed to fumes, toxic or caustic chemicals. Noise level in the work environment is usually quiet while in the office, moderately noisy in the remainder of the facility, and very noisy when the arena is occupied. The employee will frequently work under changing priorities, in peak workloads, and come in contact with diverse clientele. The employee will also frequently work on slippery surfaces such as ice. The employee will be scheduled during the late afternoon and evenings. The duties listed above are intended only as illustrations of the various type of work performed and are not all- inclusive. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. STATUS Non - exempt Reviewed by: Dawn Weitzel, Assistant City Administrator Jamie Verbrugge, City Administrator CITY OF ROSEMOUNT POSITION TITLE DEPARTMENT: ACCOUNTABLE TO Operations Coordinator Parks and Recreation Parks and Recreation Director JOB DESCRIPTION JANUARY 2010 SUMMARY OF POSITION Primarily responsible to coordinate and oversee the maintenance, janitorial and operations of a variety of recreational facilities including but not limited to the Rosemount Community Center and Arena, Former St. Joseph's School and Church, Rosemount Family Resource Center and various park shelters. Responsible for coordinating and overseeing the rental and use of the indoor ice arena. This position also develops and enhances short and long term maintenance plans to extend the life of recreation facilities by using both City personnel and contracted services or equipment. ESSENTIAL DUTIES AND RESPONSIBILITIES Schedules use of Arena facility using scheduling system software. Issues facility use permits to customers and coordinates billing of customers. 2. Establish standards for daily maintenance /cleaning and establish a preventative maintenance program for the buildings and equipment. Identify, prioritize, coordinate and supervise regular maintenance and necessary repair of equipment, grounds and facility. 3. Provides supervision, training, performance evaluations, work direction and discipline. Schedules staff engaged in recreation facility maintenance and janitorial operations according to the standards and policies of the City. 4. Conducts necessary testing to see that all recreation facilities meet all required City, State and Federal mandates with regards to facility operations. 5. Acts as City liaison Rosemount Area Hockey Association, Rosemount High School Hockey teams, hockey boosters, MIAMA, MRPA, and other local user groups and other external resources. 6. Oversees the cash drawer for public skate, pro shop and prepares accounts receivable all funds collected by the arena. 7. Responsible for assigned portions of annual budget and capital improvement program. Prepares reports as requested to assist with planning. 8. Works with MIAMA, MRPA, outside vendors and other external resources, agencies, and consultants to enhance maintenance operations of the recreational facilities. 9. Oversees the operations of the HVAC and mechanical equipment in all recreation facilities. Coordinates or performs inspection duties for preventative maintenance of HVAC and mechanical systems for assigned facilities. 10. Coordinates ordering, maintains and inventories mechanical parts, cleaning supplies, pro shop supplies and other operating supplies for Community Center, Arena, Former St. Joseph's, Church and School and various park shelters. 11. Works independently. The assignments and objectives are prescribed, but the methods are not typically reviewed or controlled while the work is in progress. The employee is expected to take the initiative in solving most problems of detail, except those which are new or unusually complex in nature. 12. Oversees that all facility equipment is kept in a usable condition and recommends equipment maintenance and improvements as needs. Investigates mechanical problems. Coordinates repairs, or as needed, performs repairs. 13. Develop respectful and cooperative working relationships with co- workers, other City departments, patrons, vendors and community organizations. 14. Oversee and facilitate the purchase of all budgeted equipment, materials and supplies in accordance with the City's established purchasing policies. 15. Communicates facility schedule to building staff and gives direction to building staff on events preparation. Assists with moving tables, chairs, etc. as needed when working events. 16. Answers inquiries from the public for general information on maintenance, operations and other relevant questions regarding the Community Center, Arena, Former St. Joseph's Church and School, and other facilities. Meets with the customers to assist in the communication of necessary information. 17. Provide timely, accurate, and proactive information to the Director of Parks & Recreation and other department management team members regarding current and on -going departmental issues. 18. Performs additional duties and responsibilities as assigned. MINIMUM QUALIFICATIONS Three to five years previous experience working in an ice arena, community Center, school facility or health club setting coordinating maintenance and facility scheduling or an equivalent combination of education and experience. 2. Bachelor's Degree in Parks and Recreation, Facilities Management, Physical Education or other closely related field.