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4.6. SR 08-03-2020 Request for Action To Item Number Mayor and City Council 4.6 Agenda Section Meeting Date Prepared by Consent August 3, 2020 Lauren Wipper, Human Resources Manager Item Description Reviewed by Multi-purpose Facility Job Descriptions Cal Portner, City Administrator Reviewed by Action Requested Approve, by motion, the position descriptions for positions at the multi-purpose facility. Background/Discussion New positions have been created and current positions have been revised to accommodate the staffing needs of the multi-purpose facility. Other facility staff will include one fulltime recreation coordinator for senior programming as well as part-time and seasonal employees in ice resurfacing, facility maintenance, concessions, and other areas to assist with the facility’s needs. The positions were reviewed and scored per our current compensation plan and regarding FLSA exempt status. Financial Impact N/A Attachments  Multi-purpose Facility Superintendent Position Description  Facility Maintenance Manager Position Description  Facility Maintenance Supervisor Position Description  Assistant Facility Supervisor Position Description  Customer Service Associate Position Description The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Page 1 City of Elk River Multi-purpose Facility Superintendent Position Description Department: Parks and Recreation Immediate Supervisor: Parks and Recreation Director Pay Grade: 5E FLSA Status: Exempt Last Updated: (date) 7/2020 Positions Supervised: Facility Maintenance Manager, Assistant Facility Manager, Senior Center Supervisor, Recreation Assistant at MPF Position Summary The multipurpose facility superintendent manages the day-to-day operations, develops, and coordinates long-term planning and implementation, markets and negotiates the use of rentable and leasable space to optimize facility usage and meets budget expectations of the Elk River multipurpose facility. The superintendent communicates with elected and appointed officials, user groups, and customers. Essential Functions 1. Plans, coordinates, and directs operations of the multipurpose facility amenities including meeting rooms, field house, senior center, and ice rinks. A. Analyzes and evaluates opportunities ensuring innovation, providing quality services, maximizing potential revenue, and effectively meeting the needs and interests of residents and guests. B. Plans, directs, and oversees the general operations and maintenance of the multipurpose facility, to ensure it meets the needs and interests of the community. C. Responsible for the development, supervision, and oversight of the facility emergency management plan and protocols. D. Researches and evaluates operating policies and procedures related to, but not limited to, facility rental fees, rental spaces, ice/dry floor rinks, drop-in program fees, complaint handling, and staffing models to make recommendations for changes. E. Develops public support for the city facilities. F. Plans and coordinates rental facility operations, including rental packages, for the multipurpose facility and other city facilities. Develops lease agreements and recruits tenants for retail space. 2. Performs short- and long-term planning and budgeting. A. Prepares, develops, and monitors the multipurpose facility and senior center budgets including transactions, material assets, funds, and financial reports. B. Seeks, develops, and recruits naming rights and advertising opportunities for the facility. C. Develops, coordinates, and evaluates data collection, analysis, and reporting procedures for the facility. D. Assists in the preparation of the annual budget. Oversees the implementation of approved budget. Page 2 MPF Superintendent 3. Performs communication and reporting activities. A. Works with city staff to oversee and coordinate ongoing promotional initiatives and the timely development of publicity through a variety of print, website, and social media methods. B. Meets with potential users and user groups to facilitate uses to meet their needs. C. Solicits advertising, lease, and programming opportunities and negotiates pricing in accordance with facility values. D. Identifies and coordinates the development of programs and activities to maximize the use of the facility. E. Attends department, Multipurpose Facility Advisory Commission, and City Council meetings as required. F. Provides administrative support to the Multipurpose Facility Advisory Commission. G. Keeps the Parks and Recreation Director informed of significant matters. 4. Performs staffing and personnel activities. A. Coordinates, schedules, and supervises the multipurpose facility personnel to ensure effective staffing levels and optimum service delivery. B. Provides direct supervision of assigned staff. C. Identifies staffing needs and trains employees. D. Assess and manages employee performance. Performs timely annual performance reviews of supervised employees. E. Ensures a safe work environment by training employees and continually assessing conditions of the facility. 5. Performs other essential job duties. A. Regular and timely work attendance. B. Follows all safety procedures and participates in safety training. Required Knowledge, Skills, and Abilities ❑ Knowledge of the management and operation of a large-scale recreational facility. ❑ Skilled in communicating effectively, both orally and in writing, with elected officials, business leaders, community organizations, city staff, Multipurpose Advisory Facility Commissioners, and the general public, including making formal presentations. ❑ Skilled in conflict resolution and the ability to manage facility/departmental issues. ❑ Skilled in managing several projects at one time and to organize personnel for high levels of productivity. ❑ Ability to read and interpret documents such as safety rules, operating and maintenance instruction, technical procedures, and governmental regulations. Ability to write routine reports and correspondence. Ability to effectively speak in public. ❑ Ability to research and conduct studies related to facility trends and issues and update plans accordingly. ❑ Ability to develop and maintain collaborative working relationships with a wide variety of sports and recreation related interest groups. ❑ Ability to supervise staff and motivate employees to work to their full potential. ❑ Ability to remain up to date on professional knowledge and skills. ❑ Ability to positively engage the public in ways that build constituent use and ownership of rentals and public facilities. Page 3 MPF Superintendent This Position Description is not intended to be all-inclusive. It is within the City of Elk River’s discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time. This Position Description does not constitute a Contract of Employment. Minimum Qualifications ❑ Bachelor’s degree in Park and Recreation Administration, Business Management, or related field. ❑ Five years progressively responsible experience in the field of facility management and/or parks and recreation. ❑ Three years supervisory experience. ❑ Valid driver’s license and good driving record. Preferred Qualifications ❑ Master’s degree in Park and Recreation Administration or related field. ❑ National Recreation and Park Association Certified Parks and Recreation Professional (CPRP). Page 1 City of Elk River Facility Maintenance Manager Position Description Department/Division: Park and Recreation/Multi-purpose Facility Immediate Supervisor: Multi-purpose Facility Superintendent Pay Grade: 6E FLSA Status: Exempt Last Updated: (date) 7/2020 Positions Supervised: Facility Maintenance Supervisor, Ice Resurfacer/Facility Worker, Facility Worker, Concession Workers Position Summary The Facility Maintenance Manager is responsible for directing the maintenance operations of the Multi-purpose Facility in the most efficient and economical manner possible. Essential Functions 1. Plans and directs the maintenance operations of the Multi-purpose Facility. A. Directs the day-to-day maintenance of the facility and its equipment. B. Recommends and enforces policy, practices, and other controls that improve the operation of the facility including mechanical systems. C. Keeps Multi-purpose Facility Superintendent informed of important developments at the facility. 2. Coordinates maintenance functions of the Multi-purpose Facility. A. Supervises the maintenance of ice sheets to ensure optimum condition when the arena is open to the public. B. Supervises the maintenance of the facility to ensure efficient operation, cleanliness, and safety. C. Supervises the maintenance of equipment to ensure equipment is operating in optimum condition. 3. Supervises maintenance personnel. A. Recommends for hire, trains, and evaluates performance of maintenance staff in accordance with the personnel policies of the city. B. Schedules personnel to provide adequate staff coverage for maintenance and operations, including concessions. C. Administers a program of employee safety. D. Performs timely annual performance reviews of all employees supervised. 4. Assists with the development and administration of the Multi-purpose Facility budget. A. Assists in the development of the annual budget. B. Monitors revenues and expenditures to ensure accurate accounting of money and compliance with approved budget. Page 2 Facility Maintenance Manager.docx 5. Performs other essential job duties. A. Regular and timely work attendance. B. Follows all safety procedures. C. Participates in safety training. Required Knowledge, Skills, and Abilities ❑ Knowledge of operations and management techniques of an ice arena. ❑ Knowledge of accepted business practices in accounting and personnel management. ❑ Knowledge of ammonia refrigeration/ice making system operation, maintenance, and safety procedures. ❑ Knowledge of operation of facility machinery and equipment and proper maintenance procedures. ❑ Ability to plan, supervise, and evaluate the work of others. ❑ Ability to administer a department budget. ❑ Ability to establish and maintain effective working relationships with others. ❑ Ability to communicate effectively, both orally and in writing. Minimum Qualifications ❑ Two years post-secondary education in ice arena management or related field. ❑ Three years comprehensive experience in the management of an ice arena. ❑ Three years supervisory experience. ❑ Valid driver’s license and good driving record. Preferred Qualifications ❑ Bachelor’s degree in recreation or related field. This Position Description is not intended to be all-inclusive. It is within the City of Elk River’s discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time. This Position Description does not constitute a Contract of Employment. Page 1 City of Elk River Facility Maintenance Supervisor Position Description Department/Division: Park and Recreation/Multi-purpose Facility Immediate Supervisor: Facility Maintenance Manager Pay Grade: 3N FLSA Status: Non-Exempt Last Updated: (date) 7/2020 Positions Supervised: Oversees the work of part-time employees. Position Summary The Facility Maintenance Supervisor is responsible for general operations and maintenance of the ice rink and its equipment. Is acting manager in the absence of the Facility Maintenance Manager. Essential Functions 1. Assists in the day-to-day operations of the multi-purpose facility. A. Assists in supervising personnel to maintain facility effectiveness. B. Carries out and enforces policies and practices. C. Insures that safety and security measures are enforced. D. Keeps Facility Maintenance Manager informed of important developments that he/she will need to know to effectively manage the operation of the arena. 2. Provides maintenance functions of the Multi-purpose Facility, rinks, and equipment. A. Assists in maintaining ice sheet in optimum condition when the rink is open to the public. B. Carries out maintenance activities and preventive maintenance programs on facility machinery and equipment. C. Provides general maintenance of the facility and grounds to ensure cleanliness and safety. D. Ensures necessary repairs are made promptly. E. Inspects and corrects any ice surface defects. F. Identifies any maintenance problems with the ice refrigeration and resurfacing equipment and notifies supervisor. 3. Performs equipment operations. A. Operates rink refrigeration equipment. B. Operates resurfacing equipment in a safe manner, keeping ice hours on schedule. 4. Performs supervisory duties. A. Assists in assigning workload to part-time maintenance employees. B. Trains maintenance personnel in facility equipment operations. Page 2 Facility Maintenance Supervisor.docx 5. Performs other essential job duties. A. Regular and timely work attendance. B. Follows all safety procedures. C. Participates in safety training. D. Performs skate sharpening. Required Knowledge, Skills, and Abilities ❑ Knowledge of facility equipment to readily diagnose operating problems to minimize downtime. ❑ Knowledge of proper maintenance procedures. ❑ Knowledge of ammonia refrigeration/ice making system operation, maintenance, and safety procedures. ❑ Knowledge of facility administration and operations. ❑ Knowledge and experience of facility mechanical equipment. ❑ Skilled in operating custodial maintenance equipment. ❑ Ability to account for cash receipts and operate a cash register. ❑ Ability to train and supervise part-time employees. ❑ Ability to deal with the public in a courteous and efficient manner. ❑ Ability to communicate effectively, both orally and in writing. ❑ On a frequent basis, must be able to lift 20 lbs. from floor to waist and have the ability to carry it over 250 feet. ❑ On a frequent basis, must be able to pull 95 lbs. Minimum Qualifications ❑ High School diploma or equivalent. ❑ Valid driver’s license and good driving record. ❑ Three years of experience with ice arena refrigeration systems, resurfacing machines, and building and equipment maintenance. ❑ Valid driver’s license and good driving record. Preferred Qualifications ❑ Certified courses in ice arena refrigeration. ❑ Postsecondary degree in arena maintenance or related field. ❑ Experience in supervision. This Position Description is not intended to be all-inclusive. It is within the City of Elk River’s discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time. This Position Description does not constitute a Contract of Employment. Page 1 City of Elk River Assistant Facility Supervisor Position Description Department: Parks and Recreation/Multi-purpose Facility Immediate Supervisor: Multipurpose Facility Superintendent Pay Grade: 8E FLSA Status: Exempt Last Updated: (date) 7/2020 Positions Supervised: Various Part-time staff Position Summary The Assistant Facility Supervisor is responsible for customer service, security, and cleanliness of entire facility while overseeing facility operations. Core work hours will be evenings and weekends with ability to flex based on the facility’s customer service needs. Essential Functions 1. Provides overall supervision of the building to ensure all rentals, programs, and events are running smoothly and that customers are served beyond their expectations. A. Supports the facility team with evening and weekend rentals and events, this includes scheduling staff to assist as needed, set up and tear down of events, and providing AV assistance. B. Assists with rental facility operations, including rental packages. C. Answers questions and provides direction for customers and part-time staff. D. Maintains a strong on-site presence to monitor programs and activities in the multipurpose facility and ensures compliance with established city policies for staff and customers. E. Opens and closes facility by disabling and enabling facility security alarm system and oversees security cameras and related systems. F. Participates in the preparation of the annual budget, monitors expenditures and revenues. G. Coordinates the maintenance of facility and program equipment. H. Assists the Multipurpose Facility Superintendent in coordinating the requisition of supplies and equipment for the facility. I. Registers patrons for recreation programs, classes, and senior center memberships. Collects registration fees and payments for rentals and merchandise sales. J. Coordinates with community organizations to schedule programs, rentals, and events; prepares rooms for program activities, rentals, meetings, and events. K. Keeps the Multipurpose Facility Superintendent informed of significant matters. 2. Performs staffing and personnel activities. A. Assists in hiring, training, scheduling, and supervising the day-to-day work of part- time staff. B. Assists in ensuring a safe work environment by training employees and continually assessing conditions of the facility. C. Works closely with Facility Maintenance Manager to schedule part time staff to support evening/weekend games, events, and programs in the Ice Arenas. Page 2 Assistant Facility Supervisor 3. Performs other essential job duties. A. Regular and timely work attendance. B. Follows all safety procedures and participates in safety training. Required Knowledge, Skills, and Abilities ❑ Knowledge of customer service philosophies and practices. ❑ Ability to establish positive rapport by using tact and discretion with customers and staff. ❑ Ability to communicate effectively, both orally and in writing. ❑ Ability to develop and maintain collaborative working relationships with a wide variety of sports and recreation related interest groups. ❑ Ability to supervise staff and motivate employees to work to their full potential. Minimum Qualifications ❑ Two years post-secondary education in recreation management or related field. ❑ Two years of work experience in recreation or a recreation facility. ❑ One year of supervisory experience. ❑ Valid driver’s license and good driving record. ❑ Basic understanding of Microsoft Office and recreation software or the ability to learn within the first three months of employment. ❑ Current CPR/AED certification or ability to obtain within first six months of employment. Preferred Qualifications ❑ Bachelor’s degree in recreation or related field. This Position Description is not intended to be all-inclusive. It is within the City of Elk River’s discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time. This Position Description does not constitute a Contract of Employment. Page 1 City of Elk River Customer Service Associate Position Description Department/Division: Park and Recreation/Multi-purpose Facility Immediate Supervisor: Multi-purpose Facility Superintendent Pay Grade: 6N FLSA Status: Non-Exempt Last Updated: (date) 7/2020 Positions Supervised: N/A Position Summary The Customer Service Associate performs a variety of duties including, but not limited to, answering phones and welcoming visitors to the facility. Also performs registration, fee collection, and clerical duties as assigned. Essential Functions 1. Performs receptionist duties. A. Receives incoming calls. B. Answers routine questions. C. Greets the public with a smile and positive, helpful attitude. D. Explains services, programs, and procedures. 2. Performs clerical support duties. A. Sorts and delivers mail. B. Accepts registrations and facility use applications. C. Orders, inventories, and maintains program and office supplies. D. Performs general filing. E. Types memos using word processing software. 3. Performs registration duties. A. Processes class and facility registration. B. Processes cash and check deposits, credit card transactions, and refunds. C. Assigns account codes to invoices. D. Maintains petty cash. E. Runs registration deposit reports as needed. 4. Performs other essential job duties. A. Regular and timely work attendance. B. Follows all safety procedures. C. Participates in safety training. Customer Service Associate Page 2 Required Knowledge, Skills, and Abilities ❑ Skilled in proofreading written material for proper grammar and punctuation usage. ❑ Skilled in interpersonal and public relation skills. ❑ Skilled in organization and maintaining order of supplies. ❑ Skilled in paying attention to detail. ❑ Ability to work as a team member. ❑ Ability to accurately type 45 WPM. ❑ Ability to adapt to and introduce change. ❑ Ability to be creative. ❑ Ability to present a positive and professional image of the city to the public. ❑ Ability to read, write, and comprehend basic instruction. ❑ Ability to work independently. Minimum Qualifications ❑ High school diploma or equivalent. ❑ One year of experience with Microsoft Office, specifically Excel, Outlook, Word, and Publisher. ❑ Valid driver’s license and good driving record. Preferred Qualifications ❑ Receptionist experience. ❑ General accounting experience or education. ❑ Experience working in a Community Center or similar facility. This Position Description is not intended to be all-inclusive. It is within the City of Elk River’s discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time. This Position Description does not constitute a Contract of Employment.