Administrative Services Officer 3 - Permits & Sports

Full Job Description

The Administrative Services Officer 3 - Permits & Sports oversees, coordinates, and supervises the clerical and record keeping activities in the permit office for Metro Parks. This position is responsible for performing a variety of professional level administrative duties, such as processing permits, customer service, and account maintenance.

Metro’s Parks and Recreation Department offers a variety of facilities and programs throughout Davidson County.

Currently, the department oversees nearly 16,000 acres of open space, including 184 parks and 107 miles of greenway.

Metro Parks offers after school programs for children, activities for seniors (55+), cultural arts classes, dog parks, fitness classes, nature programs, sports leagues, ice hockey, art galleries, and much more.

It is the mission of Metro Parks and Recreation to sustainably and equitably provide everyone in Davidson County with an inviting network of parks and greenways that offer health, wellness and quality of life through recreation, conservation and community.

Requirements

• Management and coordination of the ES Rose Sports Complex for soccer, softball, baseball games, track meets with Athletic Director at Belmont
• Management and supervision of permit office team and Revenue division vouchering
• Issue permits for use of picnic shelters by phone/in person, use of sports fields for practices, league play, tournaments by phone/in person/email, model aircraft permits in person and through mail, push-cart vendors, Food Truck vendors and coordination with schedulers, and any extras associated with reservations, such as amplification, inflatables, etc.
• Responsible for issuing keys and maintaining organizational system for various Metro Parks facilities
• Coordinate with maintenance staff regarding permits (Ex. lining and preparing fields for games)
• Responsible for contacting leagues and getting schedules for each season and inputting in the POS
• Coordinate use of sports fields/shelters with Special Event staff
• Responsible for physical and electronic record keeping for insurance policies for leagues, tournaments, inflatables, model aircraft, permitted groups, etc.
• Responsible for administrative oversight of Annual Park Board permits, payment records, and related documentation.
• Oversight of Billing/Accounts Receivable for Revenue Division
• Acts as backup to voucher invoices for greenways and Revenue Division
• Communicates daily deposits, investigates discrepancies, sending in writing any overages/shortages to Parks Accounting
• Responsible for running various POS reports, including but not limited to maintenance report and Park Police report, payments due reports for picnic/each month for sports
• Issue refunds, change request, and school waivers
• Responsible for keeping track of participation numbers for sports fields
• Oversees donation request/courtesy cards
• Procurement – requisition/receive office supplies as needed including, business cards, golf score cards, etc.
• Maintains physical files and electronic records in SharePoint for sports, picnic, and other Revenue producing facilities
• Maintain spreadsheet of returning leagues for field availability purposes
• Responsible for updating contact lists/maps/rules and regulations/fees
• Responsible for keeping website updated for picnic/sports/model airplane
• Responsible for revising fees in our POS System for sports and picnic
• Manage and train permit office staff
• Communicate at a high level with organization representatives and public user groups
• Expert level use of multi-line phone system
• Assist the Superintendents and Assistant Director of Revenue Division as needed
• Other related duties

Qualifications

EDUCATION AND EXPERIENCE
Any combination of education and experience that would prepare the incumbent to perform duties of the position at the appropriate level. The incumbent would typically have a Bachelor's Degree and two (2) years of professional experience in an administrative or technical field.
*Additional experience may be considered in lieu of education

Candidates with accreditations earned in a foreign institute are encouraged to apply.

Note: Per Metro Ordinance No. SO94-1078. All employees of the Metropolitan Government shall be residents of the State of Tennessee or become residents of the state within six (6) months of employment as a prerequisite to employment with the Metropolitan Government.

Additional Information

• A Valid Driver's License

• Experience in customer service with patrons, staff, and external partners

• Strong organizational and time-management skills in a multi-task environment

• Knowledge of park policies pertaining to reservations, permits and special events

• Proficient in MS Office Suite, SharePoint, and Point of Sale systems

• Experience compiling data, producing reports, and distributing reports to stakeholders

We are an equal opportunity employer. All individuals, regardless of personal characteristics, are encouraged to apply. Metro Nashville is committed to selecting the most qualified candidate for each of our roles.

Metro Nashville Government respects the religious beliefs and practices of all employees and will make, on request, an accommodation for such observances when a reasonable accommodation is available that does not create an undue hardship on business operations.


Requests for ADA or other protected accommodations for the recruitment process should be directed to Human Resources at 615-862-6640.