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HomeMy WebLinkAbout6.i. Position Reclassification – Operations Coordinator to Recreation Facilities ManagerEXECUTIVE SUMMARY City Council Regular Meeting: May 16, 2017 AGENDA ITEM: Position Reclassification – Operations Coordinator to Recreation Facilities Manager AGENDA SECTION: Consent PREPARED BY: Dan Schultz, Parks and Recreation Director and Emmy Foster, Assistant City Administrator AGENDA NO. 6.i. ATTACHMENTS: Recreation Facilities Manager Job Description APPROVED BY: LJM RECOMMENDED ACTION: Motion to approve the job description and salary range for the Recreation Facilities Manager position. DISCUSSION As a part of the 2017 budget, funding was included to reclassify the Operations Coordinator position to Recreation Facilities Manager. Staff is not requesting a new person or position but rather a reclassification of an existing position with a new title and job description. The draft job description is attached. This recommendation was discussed with and approved by the prior City Administrator during last year’s budget cycle, and the current City Administrator agrees with the recommendation as well. The impact on the 2017 budget would be $5,739 in salary costs which is already included in this year’s budget. In 2008, budget cuts caused the City to eliminate the position of Community Center Manager and the employee in that role was laid off. In an effort to minimize costs in the department, the duties of the Community Center Manager were split up between the Parks and Recreation Director and Operations Coordinator. This distribution of duties is no longer sustainable and was budgeted for a change in 2017. As you are likely aware, over the past several years several new duties, responsibilities, facilities, staff, programs, and focus areas were added to the position of Operations Coordinator. Jon Balvance was hired in November of 2013 and has done an excellent job for the City of Rosemount. Mr. Balvance’s background and experience have helped him excel in his position. The City relies heavily on him in a managerial role and he has taken on more responsibilities. In the past, the City has utilized the services of Ann Antonsen of Springsted Incorporated to evaluate new and updated job descriptions to assign comparable worth points and associated pay to the positions. In addition, she assists us with our Pay Equity Compliance Review that is submitted to the state every 3 years. Ms. Antonsen has reviewed job descriptions including the existing Operations Coordinator position, the proposed Recreation Facilities Manager position and considered the changes in duties to the position as it’s evolved over the years. She has recommended that the new position be assigned 412 job points based on the nature and scope of the position, other position responsibilities within the City, and pay equity data. Based on this data, staff is proposing the position be compensated at the 2017 range of $70,928 - $88,753 annually (exempt). For reference, this classification and subsequent range is comparable to the position that was eliminated in 2008. SUMMARY Staff is recommending the City Council approve the job description and salary range for the Recreation Facilities Manager effective June 1, 2017. CITY OF ROSEMOUNT JOB DESCRIPTION March JANUARY 201710 POSITION TITLE: Recreation Facilities Manager Operations Coordinator DEPARTMENT: Parks and Recreation ACCOUNTABLE TO: Parks and Recreation Director SUMMARY OF POSITION Primarily responsible to manage coordinate and supervise the maintenance, janitorial, improvement projects 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 Steeple Center, Rosemount Family Resource Center and various park shelters. Responsible for managing coordinating and supervising the rental and use of the indoor ice arena and Rosemount Community Center/Armory. 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. Responsible for supervising fulltime and part- time staff. ESSENTIAL DUTIES AND RESPONSIBILITIES 1. 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, manage coordinate and supervise regular maintenance and necessary repair of equipment, grounds and facility. 3. Provides direct supervision, training, , and work direction to full time, part time and seasonal staff. . Conducts performance reviews and if necessary disciplines or recommends suspending staff. Makes recommendations as to the hiring, transfer, promotion and discharge of staff. Schedules staff engaged in recreation facility rentals, maintenance and janitorial operations according to the standards and policies of the City. 4. Oversees Conducts necessary testing to see that all recreation facilities meet all required City, State and Federal mandates with regards to facility operations. 4.5. Oversees the marketing and rentals of the Rosemount Community Center and Shared National Guard facilities. 5.6. 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. 6.7. Oversees the cash drawer for public skate, pro shop and prepares accounts receivable all funds collected by the arena. 7.8. Responsible for assigned portions of annual budget and capital improvement program. Prepares reports as requested to assist with budget planning. 8.9. Works with MIAMA, MRPA, outside vendors and other external resources, agencies, and consultants to enhance maintenance operations of the recreational facilities. 9.10. Manages 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. 10.11. Manages Coordinates the ordering, maintenance 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. 11.12. 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. 12.13. 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. 13.14. Develop respectful and cooperative working relationships with co-workers, other City departments, patrons, vendors and community organizations. 14.15. Oversee and facilitate the purchase of all budgeted equipment, materials and supplies in accordance with the City’s established purchasing policies. 15.16. 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. 16.17. 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. 18. 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. 19. Directs emergency procedures in the event of an emergency. 17.20. Assists the Parks and Recreation Director with managing facility improvement projects at recreation facilities. 18.21. Performs additional duties and responsibilities as assigned. MINIMUM QUALIFICATIONS 1. Three to five years previous experience working in an ice arena, community Center, school facility or health club setting managing coordinating maintenance and facility scheduling or an equivalent combination of education and experience. 2. Previous experience with supervising staff. 3. Bachelor’s Degree in Parks and Recreation, Facilities Management, Physical Education or other closely related field. 4. Willingness to work hours necessary to accomplish responsibilities (hours or schedule may vary.) 5. Valid Minnesota 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 workloads. 5. Demonstrated skill and working knowledge of supervising staff. 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, ice edger and scissors lift. 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. 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 mailing during regular business hours but will also be expected to work some nights and weekends. 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 Exempt Reviewed by: ___________________________________ ________________________________ Emmy Foster, Assistant City Administrator Logan Martin,Dwight Johnson, City Administrator