Parks & Recreation Services Specialist

Outagamie County • Appleton, WI

14h • Hybrid

About The Position

The Parks & Recreation Services Specialist serves as the Administrative Assistant for the entire Outagamie Parks System, including Plamann Park, Dog Park, Mosquito Hill Nature Center, and the county trail system. This position provides comprehensive administrative, financial, operational, and customer service support. The role assists with program coordination, facility scheduling, recordkeeping, purchasing, public communication, and compliance to ensure the effective delivery of parks, recreation programs, and community services. Adaptability is key to success in this role. The department is actively implementing new initiatives, creating a dynamic and evolving work environment. Successful candidates will be comfortable navigating change, able to understand broader organizational goals, and capable of working independently while aligning their work with the department’s mission. This position will include working indoors and outdoors so must be flexible.

Requirements

• Administrative experience, preferably in municipal, recreation, or public service settings.
• Knowledge of basic accounting principles and budget tracking.
• Must possess a valid drivers license
• Must be 18 years old or older
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office and ability to learn department software systems.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency in office software (e.g., Microsoft Office Suite, databases, etc.)
• Strong attention to detail and accuracy
• Ability to coordinate logistics, including scheduling, onboarding, events, etc.
• Ability to plan, organize, oversee, and support volunteer programs and activities.
• Knowledge of confidentiality practices and handing sensitive information appropriately
• Demonstrated reliability, professionalism, and sound judgement.
• Ability to transport self to and from various locations on demand, in a timely and efficient manner.
• Ability to lift, carry, push, pull, move: or otherwise move objects up to 50 pounds, understanding and utilizing proper body mechanics.

Nice To Haves

• Experience with social media and marketing tools preferred.
• Experience with social media and marketing tools preferred.

Responsibilities

• Provide clerical and administrative support to the Outagamie Parks Staff.
• Answers and screens telephone calls determining if questions/messages are appropriate to department; relays messages to other departments as appropriate; assists with responding to inquires about various operations from the general public
• Prepare correspondence, reports, agendas, and meeting minutes.
• Coordinate meetings, appointments, and department events.
• Coordinate purchasing and ordering of supplies, equipment, and materials; track inventory and ensure timely procurement.
• Maintain department records, files, permits, contracts, and program documentation.
• Maintain confidential personnel and departmental information.
• Process purchase orders, invoices, vouchers, accounts payable and receivable.
• Track program revenues, fees, and expenses.
• Manage and coordinate all office purchases and serve as point of contact to all outside vendors; coordinates meetings and appointments with various department personnel, internal/external staff, local officials, and general public; schedules internal department meetings and external meetings and events, allotting sufficient time for staff to prepare for said meetings/appointments.
• Assist in planning, coordinating, and promoting recreation programs, events, and activities.
• Manage all park, facility, and shelter rentals, including reservations, permits, scheduling, and customer communication.
• Coordinate property showings, rental logistics, and ensure smooth execution of day-of-event activities.
• Oversee key distribution and return for rentals and facilities.
• Support registration processes and maintain accurate participant and rental records.
• Assist with contract management and vendor coordination related to programs and rentals.
• Serve as a primary point of contact for the public in person, by phone, and via email.
• Provide information regarding programs, facilities, policies, and fees.
• Address customer concerns professionally and escalate when necessary.
• Assist with website updates, social media content, newsletters, and promotional materials.
• Assist with implementation of departmental policies and procedures.
• Ensure proper documentation for permits, contracts, and program compliance.
• Maintains regular and predictable attendance, works overtime/extra hours are required
• Generates a positive image for the department by communicating with internal/external customers in a timely and efficient manner, conducting such business in a professional manner
• Perform other related duties as assigned.

Benefits

• Comprehensive Benefits package which includes being a part of the Wisconsin Retirement System Pension!
• Benefit options and paid time off for team members that work 20+ or more hours per week.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed