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Item 3.9 Recreation Supervisor Job Description 2025 Request for City Council Action DEPARTMENT INFORMATION ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Parks & Recreation Parks & Recreation Director Jacobs November 27, 2024 PRESENTER(s) REVIEWED BY: ITEM #: Consent Assistant City Administrator/Human Resources Hille 3.9 – Job Description STRATEGIC VISION MEETS: THE CITY OF OTSEGO: Is a strong organization that is committed to leading the community through innovative communication. Has proactively expanded infrastructure to responsibly provide core services. Is committed to delivery of quality emergency service responsive to community needs and expectations in a cost-effective manner. X Is a social community with diverse housing, service options, and employment opportunities. Is a distinctive, connected community known for its beauty and natural surroundings. AGENDA ITEM DETAILS RECOMMENDATION: City staff recommends the City Council approve revisions to a job description. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: The Parks & Recreation Department has seen growth and increased demand of programs for the past few years, with these changes staff is presenting recommended job description revisions for consideration. These proposed changes help support the increased needs and demand of the position. These revisions better reflect the current operations and responsibilities. Below is a summary of the position or the proposed revisions: Recreation Supervisor Formerly the Recreation Coordinator, this position change accounts for the further responsibilities of the position, and to account for the supervision of divisional staff. The position would add more direct supervision of staff, including the part- time Recreation Leaders and full-time Recreation Programmer. The proposed change would be from grade 5 to 8, and the position would remain FLSA non-exempt. This would align the Recreation Supervisor with the other Foreperson positions on the pay plan. The proposed changes are budgeted for the position in 2025. Public Works Subcommittee and Administrative Subcommittee were presented these changes in April 2024, and they had directed staff to return with proposed changes and position scoring. The Administrative Subcommittee reviewed the latest update at their December 4 meeting, and consensus was to include this item on consent for consideration of approval. SUPPORTING DOCUMENTS ATTACHED: • Recreation Supervisor Job Description (Draft) POSSIBLE MOTION PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES: Motion to approve the revisions to the Recreation Supervisor job description with pay grade changes effective January 1, 2025. BUDGET INFORMATION FUNDING: BUDGETED: General Fund – Recreation Department (45250) Yes (2025) Position Description Position: Recreation Supervisor Department: Parks and Recreation Position Status: Full-time FLSA Status: Non-Exempt Pay Grade: 8 Approved: TBD DESCRIPTION OF WORK General Statement of Duties: Planning, implementation, coordination and supervision of a variety of youth, adult and senior recreational programs, facility scheduling, Farmers Market and special community events. Responsible for supervising staff, facilities and programs/events, evaluating programs effectiveness, creating new programs/events, coordinating services with school and community organizations, and local government agencies, while adhering to program budgets. Immediate Supervisor: Parks and Recreation Director Supervises: Recreation Programmer, Recreation Leads and volunteers Provides Work Direction to: MAJOR JOB FUNCTIONS 1. Recreation Programming: a. Plan, implement and supervise a variety of instructional sport programs b. Recruits and trains volunteers and coaches c. Order equipment, supplies and apparel for recreation programs d. Develop schedules and reserves facilities using recreation software e. Coordinate instructional recreation programs and provides oversight of instructional or contracted staff f. Plan, develop and implement youth, adult and senior programming g. Assess community interests, needs and researches what other communities are providing, including trends in recreation programming h. Assess and evaluate current programming and determines needs and/or changes i. Coordinate athletic fields with associations j. Evaluate programs and administers program budgets and program participation k. Recommend and reviews fee structures based upon instructor costs, material costs, and other associated fees l. Review and evaluate budgets to determine if expenses and revenues meet allocated budget(s) m. Evaluate and monitor program success; determines if program is meeting needs of the community, program goals and participation needs n. Develop policies and procedures for programs and participants 2. Special Events/Farmers Market: a. Develop, coordinate and oversee and promote special events and Farmers Market b. Coordinate facility set-ups, logistics during events, supervises/assigns staff, checks- in/manages participants/vendors, or entertainment, oversees participation, and resolves participant concerns or questions during the event c. Oversee all vendors, food vendors and special event permits keeping current with all state policies and guidelines d. Coordinate all Parks Special event applications e. Recruit and maintain relationships with event sponsors f. Write grants to help secure funding for events and programs 3. Otsego Parks and Recreation Commission: a. Assemble the monthly Parks and Recreation Commission Packet, distributes the packet electronically, updates the city website and takes minutes b. Perform other administrative duties as requested by the Parks and Recreation Director c. Present Recreation updates at Parks and Recreation Commission meetings 4. Facility Management: a. Oversee scheduling, fees and payments, and monitors the usage of Prairie Center b. Develop and maintain rental contracts, policies, and procedures 5. Marketing and Communication a. Generate, edit, and distributes pieces (i.e. flyers, program brochures, news paper articles, press releases, and email releases.) b. Prepares correspondence, letters, and presentations c. Represents the City of Otsego and the department in a professional and positive manner through public speaking engagements and correspondence d. Conducts all social media posts for the Parks and Recreation department 6. Supervision: a. Perform check ins and conducts for annual performance reviews. b. Ensure staff attends safety training and follows safety procedures. c. Assign work and ensure it is done accurately and timely. d. Recommend staffing additions and be involved with interviewing. e. Oversee security systems protocols and access ensuring public health and employee safety. f. Review and approve timesheets, PTO 7. Financial Management a. Provide Parks and Recreation Director recommendations for annual operating budget b. Monitors and manages approved annual budget to ensure fiscal responsibility c. Ensures purchasing policies are understood and followed d. Coordinates with finance to ensure all program registrations and refunds are balanced monthly e. Assists in invoice submission and review 8. General: a. Treat fellow employees with respect and integrity b. Promote a positive and motivating environment c. Provide exceptional customer service d. Confer with supervisor, peers, and employees to discuss and resolve issues e. Make decisions that are always in the best interest of the City f. Perform other duties and projects as assigned g. Follow all safety policies and procedures h. Follow all City policies and procedures KNOWLEDGE, SKILLS AND ABILITIES • Knowledge of concepts, principles and philosophy of recreation, sport and leisure programming, planning, evaluation and administration. • Applied knowledge fundamentals of public relations theories and techniques in promoting, advertising, and/or informing the public of programs, services, courses or other events/projects. • Knowledge of computers and related software applications and general business equipment. • Knowledge of community outreach principles and procedures. • Knowledge of City and department administrative policies and procedures pertinent to the activities and programs (i.e., facility scheduling restrictions, purchasing and hiring procedures, marketing, safety, etc.). • Knowledge of fundamentals of event planning and coordination. • Knowledge of emergency procedures, policies and any laws, rules, or guidelines impacting program planning and coordination. • Knowledge of fundamental marketing concepts and procedures. • Ability to work collaboratively, cooperatively, and positively in a team environment. • Skills in presenting and communicating to boards and diverse populations. • Skills in planning, evaluating, implementing, and coordinating the delivery of programs, activities, events or services geared towards youth and adult, recreational programming. • Ability to address problems and issues in accordance with the policies and procedures of the City and department. • Skills in promoting, advertising, marketing, and communicating programs, services and activities. • Ability to work closely with community groups, organizations, other City personnel in facilitating the planning for events, programs and services. • Ability to monitor and control approved program budgets and expenditures. • Skills in computer use and related software applications and general office equipment. MINIMUM QUALIFICATIONS 1. Five years of experience in recreation events and programming 2. Two years of relevant office experience 3. Supervisory experience 4. Valid driver’s license PREFERRED QUALIFICATIONS 1. Bachelor’s degree in recreation leadership and management, business, public administration or a related field 2. Certified Parks and Recreation Professional 3. First Aid and CPR certification 4. Experience with recreation related software PHYSICAL DEMANDS AND WORK ENVIRONMENT: The physical demands described are representative of those that must be met by an employee to perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Most work is in a recreation center environment, that is similar to normal office environment work; with occasional work outside in atmospheric conditions. Work includes performing administrative tasks sitting, and frequently walking throughout the recreation center and park. This includes light and light effort physical strength work occasionally. Attendance at city parks and recreation events in the evening and on the weekends is required. Attendance at Parks and Recreation Commission meetings in the evenings is also required. Activities that occur constantly (5–8 hours/shift): sitting, feeling, talking, hearing, repetitive motions, eye/and/foot coordination Activities that occur frequently (2–5 hours/shift): standing, walking Activities that occur occasionally (up to 2 hours/shift): lifting, carrying Activities that occur rarely (do not exist as regular part of job): pushing, pulling, climbing, balancing, stooping, kneeling, crouching, crawling, reaching, handling, grasping Note: This job description does not constitute a contract or employment agreement. City of Otsego is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, reasonable accommodations are offered to qualified individuals with disabilities. Prospective and current employees are encouraged to discuss potential accommodations with the employer. Employee signature below constitutes employee’s understanding of the requirements, essential functions, and duties of the position. Employee Name Employee Signature