Position Summary:
Under the direction of the Building Services Operations Supervisor, the Facility Usage Coordinator will be responsible for the overall coordination of the usage of PGCPS facilities by both internal and external customers. The incumbent of this position will communicate with clients and outside organizations to ensure all parties are in compliance with applicable Administrative Procedures, Memorandums of Understanding (MOUs), and PGCPS policies and procedures. The Facility Usage Coordinator will serve as the liaison between PGCPS and clients requesting the usage of facilities. The work is reviewed by the Building Services Operations Supervisor for results obtained in meeting the goals and objectives of the department.
Duties and Responsibilities:
- Coordinates facilities scheduling for meetings and events of both internal and external customers using scheduling software;
- Responds to inquiries and provides information to clients and district staff;
- Creates and manages billings for facility usage; sends invoices to clients per event and monitors customer account balances; approves account credit or refunds for user groups;
- Ensures appropriate insurance coverage and monitors insurance coverage expirations;
- Develops work standards and schedules and ensures proper personnel coverage for facility use rentals;
- Provides training for clients and staff concerning establishing accounts, submitting requests and making online payments;
- Monitors and updates customer financial accounts in correlation with custodial overtime reports and re-invoices customers, as necessary;
- Issues notifications for collection of delinquent accounts, expired insurance certificates and to obtain required documents;
- Serves as a liaison to the clients and school staff, relocating organizations to other facilities due to construction and repairs when needed;
- Conducts site visit if concerns are raised about a facility use rental;
- Implements and oversees the Joint Facility Use MOU;
- Confers with supervisory personnel to coordinate work activities;
- Performs administrative and supervisory duties requiring effective verbal, written and computer communication skills;
- Develops and implements standard operating procedures;
- Prepares and analyzes status and usage reports; and
- Performs other duties as assigned.
Qualifications:
- Ability to use technology applications to schedule and manage facility usage and ensure proper accounting;
- Ability to prepare and run reports and analyze data;
- Knowledge of Microsoft Office and Google applications;
- Ability to understand and follow oral and written instructions;
- Ability to train user groups and staff on related software;
- Problem solving skills and the ability to resolve customer concerns;
- Ability to plan, implement and evaluate;
- Must be skilled at managing personnel, financial and administrative activities and developing effective work standards and schedules;
- Possess the ability to initiate correspondence and to prepare professional reports; and
- Skilled in human relations, communication and effective decision-making abilities.
Education and/or Experience Requirements:
A high school diploma required; preferably supplemented with additional coursework and/or training. A minimum of five (5) years of experience with databases, and use of technology, computers and software required.
Certification:
None required.
Supervisory Responsibilities:
Provides guidance and supervision to assigned personnel.
Physical Demands:
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.
Working Environment:
The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.
Additional Information:
None.
