Rental & Event Specialist

Class Title: Rental & Event Specialist

Class Code: RENT EV SPEC

Hourly: $22.42 - $29.60 | Monthly: $3887.54 - $5130.93 | Annually: $46650.56 - $61571.19

Benefits: Full-time

OVERVIEW:

This classification is responsible for implementing the reservation and permit program of district rental activities and business serving as the resource point of contact for internal and external inquiries.

SUPERVISION RECEIVED:

Works under the general supervision of a Supervisor. Follows standard processes and procedures without supervision but confirms changes to standard practices and significant decisions in advance.

SUPERVISION EXERCISED:

Supervision is not normally a responsibility of this position; however, provides leadership and direction to staff and volunteers.

EXAMPLES OF DUTIES:

The information provided below encompasses the typical duties and capabilities linked with this classification.  Duties may include, but are not limited to the following:

• Provides excellent customer service to renters of District facilities including scheduling and processing facility and park rentals; providing tours; explaining the rules and guidelines of the facility, including parking, and alcohol use; may conduct pre and post event meetings; providing the renter with a list of rules and cleaning requirements.
• Reviews reports on condition of facilities and determines whether rental deposits are refundable.
• Reviews and approves rental agreements, certificate of insurance and other required documents ensuring accuracy and compliance with rental guidelines.
• Provides caterers and other vendors with facility information and cleaning standards.
• Analyzes and updates reservation program practices and guidelines working closely with event organizers, city, school district, private individuals, community agencies and district staff.
• Coordinates maintenance, cleaning and repair with the Facilities Division.
• Works with the Community Relations Department to update and edit venue related information on multiple websites.
• Monitors program revenues and expenses.
• Operates computer software to manage program and run reports.
• Establishes and maintains professional and constructive relationships with event organizers, affiliate businesses and agencies in use of district facilitys, resources and district processes.
• Collects and utilizes data to ensure correct costs, makes recommendations for capital projects, and maintains budgets.
• Coordinates maintenance and repair with Custodial and Facilities division.
• Works with Marketing Division to update and edit multiple websites.
• Reviews reports on condition of facility and determines whether the rental deposit is refunded.
• Provides caterers and other vendors with facility information and cleaning standards.
• Acts as a Mandatory Reporter; reports incidents of child abuse/neglect.
• Performs other job-related duties as assigned.

KNOWLEDGE, SKILL, AND ABILITY REQUIREMENTS:

The individual in this classification is expected to possess and exhibit the following knowledge, skills and abilities.

Strong Knowledge of:

• Customer service standards and practices;
• Event planning and logistics to evaluate proposals;
• Event organizational strategies including developing objectives and creating and implementing strategies;
• General office administrative practices and procedures; and
• English, grammar and composition.

Skill and Ability to:

• Effectively communicate with others verbally and in writing, including by phone, e-mail or in person;
• Work independently while also able to work cooperatively with others;
• Communicate effectively, tactfully, and pleasantly with the public;
• Strong time management skills to meet deadlines;
• Effectively handle difficult situations and people;
• Exercise initiative, good judgment, and problem-solving skills;
• Follow oral and written instructions;
• Proficiently operate office equipment including computers and specialized software applications; and
• Establish and maintain effective and cooperative working relationships with all contacts.

QUALIFICATIONS:

The following are minimum qualifications for this classification.

Education, Experience, and Training:

1. High school graduation or equivalent; two years of college preferred; AND
2. Two (2) years of related experience; OR
3. Any satisfactory combination of experience and training.

Licenses and Certifications:

1. Possession of or ability to obtain within 30 days of hire a valid Oregon Driver’s license.

WORKING CONDITIONS:

The following are working conditions, including environmental and physical demands, required for this classification. 

• Duties are performed indoors and outdoors including exposure to inclement weather including heat, cold, humidity, wind, snow, and rain and standing and walking over uneven terrain such as parks and trails with up/down inclines includes paved and unpaved surfaces for sustained periods of time.
• Exposure to cleaning agents and solvents. Physical demands include crouching, crawling, kneeling, climbing, balancing, bending, twisting, pushing, pulling, standing, walking, grasping, feeling, talking, hearing/listening, smelling; seeing/observing includes close, distance, peripheral and depth perception and the ability to adjust focus; repetitive hand and arm motions; occasional lifting, moving and carrying objects unassisted up to 50 pounds. Frequent dealing with distraught or difficult individuals.
• Physical demands include crouching, crawling, kneeling, climbing, balancing, bending, twisting, pushing, pulling, standing, walking, grasping, feeling, talking, hearing/listening, smelling; seeing/observing includes close, distance, peripheral and depth perception and the ability to adjust focus; repetitive hand and arm motions; occasional lifting, moving and carrying objects unassisted up to 50 pounds.
• Ability to work and maintain focus in a work environment with moderate noise (i.e., working around others making periodic phone calls or having conversations) and with frequent interruptions.
• Must be able to travel to locations in, around, or outside the greater Bend area.
• Frequent focus on a computer screen.
• Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to others’ work accurately, loudly or quickly.
• Repetitive hand and arm motions.
• Frequent dealing with distraught or difficult individuals.

STATUS:

Non-exempt

Full-time

Benefits: Full-time

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