Group Program Registration Specialist (Administrative Specialist I)

Full Job Description

About Seattle Parks and Recreation: Seattle Parks and Recreation (SPR) is a national leader and innovator in the services and programs we provide to our residents who enjoy our public spaces such as parks, community centers, specialty gardens and swimming pools.

Our mission is to equip employees and the public for well-being as we support healthy people, a thriving environment and vibrant community.

We provide safe and accessible spaces for residents and visitors to work, recreate, rejuvenate and enhance quality of life and wellness for children, teenagers, adults and seniors.

Delivering excellent customer service to all is a core value.

Equity & Inclusion: Seattle Parks and Recreation commits to advancing equity and social justice in our department and in every neighborhood by growing a dynamic and diverse workforce, developing strong investments, growth opportunities and beneficial partner strategies as we acknowledge and pledge to close disparities created by historical practices which often hindered workforce development, environmental justice, access to quality open spaces, programs and facilities.

#OneSeattle

About Recreation and Aquatics Division: The Recreation Division eliminates barriers through responsive, exceptional recreation services.

We operate over 50 recreation facilities (community centers, teen centers, pools, school-based learning centers, environmental learning centers, and boating and sailing centers) and provide opportunities for people to play, learn, and lead healthy, active lives.

Our programs and events include fitness and athletics, licensed childcare and preschool, swimming and boating, youth development and job preparation, academic enrichment, and more; including programs designed for older adults and people with disabilities, as well as grant and partnership programs designed and implemented with immigrant and refugee communities.

With nearly 300 regular employees and a budget of nearly $40 million annually, Recreation is a major operation with significant impact on the communities we serve.

In addition to our current operations, we also strive to constantly improve the ways we serve Seattle’s residents, specifically through implementation of the SPR Strategic Plan, innovation in our facility staffing and programming approaches, and learning from national best practices and quality standards.

The Citywide Environmental Education Team works to bring community-based outdoor learning and nature exploration to Seattle’s neighborhoods, schools and community groups, most impacted by social and environmental injustices.

We are a small team of 6 staff and manage over 70 volunteers who support staff and help us teach additional programming.

The Citywide Environmental Education team in Recreation offers a variety of nature programs in parks all over Seattle.

In 2024 the Citywide Environmental Education Team ran a total of 593 programs, reaching 23,000 participants.

About The Position: Seattle Parks and Recreation’s Citywide Environmental Education Team is recruiting an experienced customer service-oriented individual who will work as a first-line receptionist and registrar with teachers, parents and school groups who wish to book Environmental Education programs. This position will work with a team of educators and will be the main point of contact with over 70 volunteers. The position will process program registrations and scholarships for groups, schedule and manage volunteers and a volunteer database, assist in planning, organizing and supervising outdoor environmental education fieldtrips.

Requirements

Customer Service:

• Greet customers primarily over the telephone and provide information regarding environmental education programs and events.
• Explain policies, procedures and requirements related to class enrollment, program participation or facility use.
• Engage customers to resolve problems and complaints using program and operations policies and procedures.

Financial Procedures and Cash Handling:

• Use a computerized point of sale/event registration system (Active Net). However, in the event of power outages, positions will be required to, accurately, perform tasks manually using paper receipts and a calculator.
• Collect associated fees, payments made in cash, check, credit cards, vouchers and/or automatic debts and uses a computerized database registration system to register payments of participants for various activities/classes, program and schedules facility space rentals.
• Provide receipts, refunds credits and/or change due to customers.

Computer Registration Software and Report Printing:

• Generate and retrieve reports from computerized registration system (Active Net).
• Open and close customer accounts, response to requests, verify and/or change customer information for proper billing and collections, collect payments and fees, and process refunds when needed.
• Ability to use volunteer management software (Volgistics) to track all volunteer hours, make sure all volunteers are up to date on background checks and other required paperwork, schedule volunteer for shifts and print reports for management.

Working with People and Volunteers:

• Ability to provide excellent communication to both internal and external customers in oral and written formats (experienced in using Outlook). Provides accurate and prompt information to colleagues, customers, and teammates.
• Excellent ability to work in a team environment with a “can do” attitude that is positive and welcoming.
• Ability to train and work cooperatively with staff and volunteers.
• Manage and schedule over 80 volunteers who help administer environmental education programs.
• Help volunteers find information they may need about the classes they are teaching that day. Use volunteer software (Volgistics) to see volunteer class information.
• Take notes at team meetings, create marketing materials, and works in collaboration with staff to market EE programs to schools. Able to work in a highly dynamic, fast-paced environment.

Other Duties:

• Type narrative reports, contracts, invoices, forms, charts, and correspondence; provides editing, formatting and proofreading services while preparing finished copy.
• Establish and maintain files, logs, indexes and record keeping systems; prepares record retention cycles and maintains appropriate historical data.
• Respond to inquiries regarding work or program AREA, requiring evaluation of inquiry to provide the proper response.
• Research records, prepares and assembles appropriate information for reports and updates data as necessary.

Qualifications

You will be successful if you have the following experience, skills, and abilities:

• One year experience utilizing a computerized point of sale/event registration system in a customer service-related capacity.
• One year experience managing and scheduling volunteers and using a volunteer database system.
• Ability to interpret and comply with policy and procedures including cash handling, scholarships and third-party billing, and general SPR policy and procedure.
• A solid customer service orientation and commitment to department values.
• Excellent "people skills" with ability to effectively deal with a wide range of diversity and cultures within and external to the Community Center and Recreation Division.
• Excellent writing and oral communication skills.
• Current State of Washington driver’s license.
• American Red Cross Multi-Media First Aid Card and CPR certification within 30 days of employment.
• Successfully complete Payment Card Industry (PCI) training and comply with standards.
• Successfully complete cash handling training and maintain departmental compliance standards.

Additional Information

Please note this job advertisement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

The full salary range for this position is $33.08 - $38.25 Hourly.

Application Process

Please submit the following with your online application:

• A cover letter in which you clearly describe how your knowledge, experience, skills, and abilities prepare you for the job responsibilities and qualifications outlined in the job announcement
• A current resume of your educational and professional work experience.

Who May Apply: This position is open to all candidates that meet the qualifications. Seattle Parks and Recreation values diverse perspectives and life experiences.

Applicants will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, or gender identity.

Seattle Parks and Recreation encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQIA+, people with disabilities, veterans, and those with diverse life experiences.

Job offers are contingent on the verification of credentials and other information required by the employment process, including the completion of a background check.

The background check will involve a criminal history check, which includes conviction and arrest records in compliance with the Seattle’s Fair Chance Employment Ordinance, SMC 14.17and the City of Seattle Personnel Rule 10.3.

A driving history review may be conducted in compliance with SMC 4.79.020. Applicants will be provided an opportunity to explain or correct background information.

The City of Seattle offers a comprehensive benefits package including vacation time, 12 paid holidays, and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents.

More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits/employees-and-covered-family-members/most-employees-plans.

Want to know more about Parks and Recreation? Check out our web page: Seattle Parks and Recreation - Parks | seattle.gov

SPR’s Core Competencies are:

• Accountability & Action: Holding yourself accountable for achieving goals, completing tasks, and delivering quality work. Demonstrating thoughtful initiative in actions and decision-making and promoting high quality standards.
• Equity and Inclusion: Supporting the goals of the Race and Social Justice Initiative and the City's commitment to workforce equity.
• Communication: Sharing and exchanging information and ideas with people in a variety of ways to help them understand and remember the information.
• Service: An ongoing commitment to base decisions and actions on the needs and priorities of the City.
• Teamwork: Participating as an engaged member of a team to achieve group goals. Effectively working with internal and external people to complete tasks and achieve work group goals.