The posting
Job Description
The purpose of this job is to manage the scheduling and reservations of park facilities, event spaces, athletic fields, and pavilions to ensure the efficient use of resources by coordinating bookings, resolving scheduling conflicts, and maintaining an organized reservation system.
Responsibilities
Department: Parks & Recreation
Pay Grade: 75, Non-Exempt
Starting hourly rate: $23.29
Minimum Experience:
Five (5) years’ experience in clerical, word processing and spreadsheet applications or an equivalent combination of related training and experience.
Minimum Education:
High School diploma or equivalent.
Certifications, Licenses:
- Must have dependable transportation
- A pre-employment criminal background check.
The purpose of this job is to manage the scheduling and reservations of park facilities, event spaces, athletic fields, and pavilions to ensure the efficient use of resources by coordinating bookings, resolving scheduling conflicts, and maintaining an organized reservation system.
GENERAL POSITION DUTIES AND RESPONSIBILITIES:
The following duties are normal for this position. However, they are not to be construed as exclusive or all–inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.
- Performs clerical duties such as: scan and e-mail various documents promptly; photocopies various documents.
- Maintains records, prepares forms, verifies information and resolves routine problems.
- Carries out and assists supervisor with various projects; gathers information, organizes materials, assembles documents.
- Assists in serving as a department receptionist for Parks and Recreation. Makes appointments and provides information to public, clients, vendors and others according to policy, procedure and set protocols. Documents complaints, information requests and other information.
- Schedules all rentals of county parks buildings, pavilions, usages of parks fields and spaces.
- Collects and processes all payments for rentals, issuing receipts and managing refunds when applicable.
- Distributes codes to renters for access to the facilities.
- Maintains an accurate calendar of reservations and activities, ensuring availability and minimizing conflicts.
- Ensures accurate record-keeping of bookings, payments, cancellations, and usage statistics.
- Prepares reports on facility usage, customer feedback, and trends to inform departmental planning.
- Assists in troubleshooting and resolving any issues with reservation system.
- Monitors compliance with facility use agreements and rules; Coordinates with parks and recreation staff to address issues or violations promptly.
- Assists with updating policies as needed to reflect current operational needs.
- Reviews and follows up with all rentals to ensure adherence with booking policies and procedures.
- Serves as the primary point of contact for inquiries about facility reservations and availability.
- Communicates effectively with renters regarding amenities, rules, regulations, fees, and usage guidelines.
- Uses recreation management software to process reservation requests, manage payments, and generate reports.
- Communicates scheduling updates and conflicts to supervisor and relevant teams.
- Will be contact person for any request for county events outside the city limits. Will be required to make sure the event organizer has all the right permits before the event can take place.
- Serves as liaison between Parks Department and dedicated user groups for scheduling of lights, field usage, rainouts, and door codes.
- Assists with coordinating department programs and events as well as set up when needed.
- Assists in the planning and designing of promotional materials which includes brochures, routine letters, reports, notices and memoranda.
- Attend meetings within and on behalf of the department.
- Assists with finding and writing Parks grants.
- Enters IT and Maintenance tickets through the county work order system for the department.
- Covers the front desk of the Nature Center as needed.
- Serves as liaison between Parks Department and dedicated tournament directors for scheduling lights, field usage, distributing door codes, collecting insurance certificates and rental fees.
- Other duties as assigned.
FISCAL RESPONSIBILITIES
This position has no fiscal responsibilities.
COUNTY ORGANIZATION DUTIES AND RESPONSIBILITIES:
- Represents the Department to other County departments, elected officials, outside agencies, customers, County residents and visitors.
- Provides quality customer service to individuals needing directions or assistance.
SUPERVISORY RELATIONSHIPS:
This position has no supervisory responsibilities.
Qualifications
JOB QUALIFICATIONS – KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
- Current office practices and procedures.
- Computer software consistent for this position.
Skill in:
- Incumbent must possess the ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
- Incumbent must possess the ability to write reports, business correspondence, and procedure manuals; effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
- Incumbent must possess the ability to work with mathematical concepts such as probability and statistical inference, and the ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
- Analyzing complex administrative information and issues, defining problems and evaluating alternatives, and recommending methods, procedures, and techniques for resolution of issues.
- Organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
- Applying judgment and discretion in resolving problems and interpreting policies and regulations.
Ability to:
- This position requires effective oral and written communication skills, excellent interpersonal skills, and intermediate computer literacy.
- Must be able to put together power point presentations, slide shows.
- Incumbent must possess the ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
- Incumbent must possess the ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
- Perform detailed work accurately and independently in compliance with stringent time limits requiring minimal direction and supervision.
- Establish and maintain accurate records of assigned activities and operations.
- Interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
- Perform mathematical calculations required of this position.
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain accurate records of assigned activities and operations.
- Analyze facts and to exercise sound judgment in arriving at conclusions.
- Establish and maintain effective working relationships with those contacted in the course of work.
- Maintain confidentiality and discretion regarding business-related files, reports, and conversations, within State and Federal statutes.
- Work the allocated hours of the position.
WORK ENVIRONMENT:
Work is performed in a typical indoor office setting; and is mostly sedentary with periods of mobility and light physical activity. The noise level in the work environment is usually moderate. Level of responsibility subjects the incumbent to moderate stress due to interruptions.
PHYSICAL AND MENTAL REQUIREMENTS/ACTIVITIES:
- This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching, or crawling and reaching with hands and arms.
- Specific vision abilities required by this job include close, distance and peripheral vision; depth perception; and the ability to adjust focus. Will spend a large amount of time viewing a computer screen.
- Vocal communication and normal hearing are required for expressing or exchanging ideas by means of the spoken word.
- Acceptable verbal and conversation skills to effectively communicate with others via the phone, at meetings and to greet and assist visitors.
- Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
- Work is primarily in an office setting.
- Use and normal maintenance of office machines, (copier, computer, printer, etc.).
- Frequent use of phone handset and repetitive use of hand & fingers to operate office equipment, use computer keyboard & computer mouse and to perform other office tasks.
- Ability to recognize occupational hazards in work activities and take safety precautions.
- Maintain mental capacity which allows the capability of making sound decisions and demonstrating intellectual capabilities.
The intent of this position description is to provide a representative summary of duties and responsibilities that will be required of positions given this title and is not a declaration of the specific duties and responsibilities of any particular position. Employees may also be assigned job-related tasks other than those specifically presented in this description.
Montgomery County is an Equal Opportunity Employer and complies with the requirements of the Civil Rights Act of 1966 (Section 1981) and 1964 (Title VI, VII,) Americans with Disabilities Act (ADA), Rehabilitation Act of 1973, Age Discrimination in Employment Act (ADEA), Equal Pay Act (EPA) and the Uniformed Services Employment and Re-employment Rights Act (USERRA).
About Us
Montgomery County, Tennessee, is home to Clarksville, the state’s fifth-largest city. Located just 40 miles from Nashville and within a day’s drive of most major U.S. cities. The area offers a vibrant mix of history, innovation, and outdoor recreation with over 30 parks and trails like the scenic Clarksville Greenway.
Regularly named one of Money Magazine’s, “Best Places to Live,” the community features a low cost of living, a growing downtown, and strong environmental initiatives, including new solar farms.
Home to Fort Campbell, Austin Peay State University, and major employers like Google, LG, Hankook, and Amazon, Montgomery County is a hub of opportunity. The County Government operates 40+ departments and offers excellent benefits, including TCRS retirement plans.
Join us and see why Montgomery County is a top choice for living and working in Middle Tennessee.
