Program Specialist I

City of Olathe•Shawnee, KS

About The Position

Become our Rental Program Specialist and elevate your career! As the first point of contact for our venue rental program, this position helps people identify and reserve the perfect space for their celebrations, meetings, and special occasions. This role keeps the rental program running smoothly by managing reservations and client communication. You’ll respond to phone and email inquiries, confirm availability, book reservations, send rental agreements, and process rental fees. While most of the work focuses on assisting customers and managing reservations, this position may also provide on-site support for client events. Join our team and let your skills shine in a world where every detail matters. Salary Range: $45,240 - $60,106 depending on experience. For more details, review the full job details and requirements below. The Events & Rentals Program Specialist serves as a main point of contact and lead coordinating a variety of logistics for assigned facility or space reservations and events. They will work directly with the public, vendors, and other City employees in the coordination of event details and may specialize in specific facilities, event types, or populations served.

Requirements

Two years of increasingly responsible experience in an administrative, customer service, hospitality or event planning role.
Must have excellent customer service, communication and interpersonal skills and working knowledge of Microsoft Word, Excel and Outlook.
Attention to detail, organization, and time management skills are also essential.
High School Diploma or GED
A valid driver's license and good driving record are required.

Nice To Haves

some college preferred

Responsibilities

Responds to and manages a heavy volume of event and/or rental inquiries; provides detailed information regarding program options, requirements, and the process for reservations to a variety of customers with varying needs; provides or coordinates tours or meetings to ensure customers have the information necessary in the process; maintains program information in an organized manner.
Follows established guidelines and procedures for programs including pricing and other details; completes research and collects information from others in the creation of new guidelines, fee structures, or processes for the program; presents recommendations for handling requests or events that fall outside established practices or defined guidelines; calculates fees and collects payment and other necessary documentation for events and reservations; coordinates process for reviewing requests and collaborates with other stakeholders in the management of events, contracts, and other details.
Tracks and records event and reservation related information for reporting purposes; assembles information for reports or sharing with other stakeholders regarding program volume, cost, and other factors; provides administrative support to others which may include schedule coordination, invoice or payment tracking, and record keeping.
Provides assistance with a variety of event activities such as vendor check-in, registration, customer service, and set-up for a variety of different event types and activities.