Water Center Facilities Assistant

Water Center Facilities Assistant

Requirements

• Two (2) years including administrative support, customer service and light maintenance experience
• Equivalent to a HS Diploma/GED
• Intermediate skills in Word, Excel, and Outlook. Ability to use reservation/facility booking software, as trained.
• Valid Driver’s License
• Ability to obtain CPR/First Aid/AED certification within three (3) months of hire
• Intermediate customer service techniques
• Methods of problem solving, conflict management, and enforcing rules and policies
• Pertinent federal, state, and local laws that pertain to: the City of Vancouver
• The safety work practices, policies, and procedures relevant to the facility to which assigned
• Basic methods, materials and equipment used in facility maintenance work
• Use of personal computers and basic software, including reservation systems and calendars
• Knowledge of property disposal requirements

Responsibilities

• Perform a variety of duties to ensure the maintenance, neatness, cleanliness, function, and safety of facility and adjacent grounds and parking lots, rental spaces, aquariums, exhibits, and outdoor classrooms, minor building and exhibit repairs, janitorial maintenance and hazardous material cleaning, and disposal.
• Conduct daily indoor and outdoor inspections; record and submit facility maintenance and grounds work requests, as needed.
• Keep supervisor informed of building and grounds conditions, safety hazards, and security concerns through the use of reports and inspection forms communicated orally and in writing.
• Maintain outdoor gardens, classrooms and native plant demonstration areas.
• Using a variety of small hand tools and power equipment, weed, rake, plant and trim vegetation.
• Request and schedule work from other departments and contract vendors.
• Repair and clean outdoor signage and educational exhibits.
• Support and lead volunteer groups, interns and part-time staff in supporting education program and outdoor maintenance.
• Monitor, maintain and ensure good working condition of temporary and permanent exhibits, including aquariums and live animal care.
• Troubleshoot a wide variety of mechanical problems, including computer and projector malfunctions, aquarium pumps, filters and coolers and exhibit interactives.
• Perform exhibit installations, minor repairs, or determine alternative repair solutions.
• Working with education staff, lead volunteer groups, mentor workforce development volunteers, and interns to support education programs and outdoor maintenance.
• Work to decrease liability and risk by conducting regular facility, grounds and safety inspections, supporting ongoing staff training, and serve as facility safety coordinator.
• Support ongoing staff safety training and serve as facility safety officer for building.
• Inventory, track, and update first aid, CPR and AED and other safety supplies and equipment.
• Support front desk operations including answering phones and visitor questions, welcome and orient visitors and rental groups to the Center, and cover staff breaks.
• Provide information and assistance to users and visitors of the facility and provide quality customer service to the public in person, by phone, and/or through email communications.
• Provide effective customer service including responding to inquiries and resolving concerns regarding facility use, room rental fees, facility and rental policies.
• Market rental space for ongoing use and ensure rental fees and policies reflect current needs.
• Regularly assess and make recommendations for changes in rental policies and fees.
• Provide tours of community room and catering kitchen to prospective renters, assist with room set-up and take down, and assist with operation and maintenance of A/V equipment.
• Address customer concerns, complaints, or requests in line with city values and effective problem-solving techniques.
• Handle room rental reservation systems, availability and calendars by accurately processing and completing rental reservations, rental contracts, deposits, payments, and refunds.
• Enter room rental information in reservation software system, accept payments of cash, checks and credit cards, and process payments and refunds, as needed.
• Make recommendations for room rental fees, fee increases and policy changes.
• Oversee and process rental/event contracts applying applicable rental fees and policies including deposits and refunds.
• Assist in scheduling use of community room.
• Support rental users with room set-up and take down including tables, chairs and A/V equipment.
• Monitor, track and report on rental attendance and revenue by event type.
• Track and dispose of surplus property.
• Monitor a small budget.
• Order, purchase and maintain supplies, tools, and materials for community room, grounds maintenance, outdoor garden and exhibit repairs within procurement guidelines.
• Update facility maintenance, front desk and community room manuals, and public marketing materials including fee changes, in line with current practices.

Preferred Qualifications

• Flexible and willing to work as part of a team
• Effective communicator
• Excited about working in an education center serving all members of our community