Temporary Rental Assistant

About Maple Grove, MN

Maple Grove is a forward thinking, thriving community in the northwest suburbs of the Twin Cities metropolitan area. We are home to over 70,000 residents with a projected population of 90,000 by 2040 with 2,500 acres of undeveloped land.

The City of Maple Grove is proud to employ over 250 benefit\-earning employees, 500\+ part\-time, casual, temporary, seasonal employees, and 100 paid\-on\-call firefighters to staff our many departments. We provide public safety, public works, community and economic development, parks \& recreation and many other important public services to a growing community.

The Position

The City of Maple Grove is seeking a temporary facility rental assistant responsible for providing administrative assistance for the community center, and park facilities. In this position you will be responsible for scheduling users and groups at the Community Center, processing detailed information, completing data entry for facility use requests. Performs multiple customer service functions. This is a fast\-paced position that requires excellent customer service skills, multi\-tasking, and proficiency of all reservation faucets within the City.

Hours: 20\-35 hours per week, some weekends may be required.

Approximate length of assignment: Starting in June through August, with the possibility of the assignment being extended through November.

\*Interviews are being conducted as applications are received\*

Responsibilities

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• Respond to rental inquiries by phone, in\-person, and on\-line
• Work with clients to schedule, update, process facility rental reservations including preparing supplemental paperwork and filing reservations accurately in the designed software, RecTrac.
• Process payments, refunds and make financial adjustments to accounts in compliance with financial policies and procedures.
• Process and update daily paperwork used by building staff.
• Complete cash handling procedures for facility rentals.
• Provide tours of rental spaces.
• Understand and apply facility policies and procedures when processing reservations.
• Communicate reservation information clearly and concisely to customers, staff, and facility users.
• Keep Supervisor informed of all issues, needs and concerns, communicate on a regular basis.
• Operate office equipment including but not limited to computer, fax, copy machine, printer and point of sale
• Prepare reports as requested
• Ability to work independently
• Other duties as assigned including hands\-on facility assistance
• Coordinates efforts to ensure the City of Maple Grove is an equitable, inclusive, and respectful organization and supports the City’s mission, vision, and core values.
• Demonstrates ability to understand and respect the diversity of customers and co\-workers, effectively communicating with individuals whose first language may be one other than English.

Knowledge of:

• Excellent written and oral communication skills. Must be able to communicate correctly, clearly, effectively, and tactfully in both written and oral form.
• Operations, practices, procedures of a community center and other public meetings and event facilities.
• Modern office procedures, methods and computer equipment.
• Must be able to perform all essential position functions under the working conditions as described.

Ability to:

• Work independently
• Ability to understand and follow oral and written instructions
• Ability to develop positive working relationships with the public and fellow employees to provide quality internal and external customer service.
• Ability to complete work assignments in a timely basis
• Ability to work a flexible work schedule with varying hours, including occasional weekends.

Qualifications

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Need to have:

• Must be at least 18 years of age or older
• Basic administrative and computer skills
• 2 years of combined direct customer services experience to both internal and external customers
• Demonstrated experience working with individuals from a variety of backgrounds

Nice to have:

• RecTrac software experience
• Experience in recreation facility rental, event planning, or hospitality

Supplemental Information

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Environmental Conditions:

Office/community center environment; exposure to computer screens; working closely with others; frequent interruptions; area can be noisy and hectic for periods of time. This position works directly with the public to provide customer service.

Physical Conditions:

Physical requirements involving a combination of sitting, walking, bending, reaching, and lifting up to 25 pounds.

While performing duties of the job, the employee is regularly required to stand, talk, write, and listen.

Specific vision abilities required include close vision, distant vision, and color vision in order to operate the computer system.

Position requires a clear speaking voice to answer telephones and verbally interact with the public and co\-workers.

Position requires frequent trips from desk to front counter and around the facility to show event space, handle in person reservations and collection of fees.