Office Operations Specialist - Vacancy ID: 251690
Closed Vacancy
Vacancy Details
Office Operations Specialist
West Allis-West Milwaukee Recreation & Community Services Dept.
2
N/A
Open until filled
Contact
Janet Delikat
Human Resources Manager
414-604-3060
Position Details
As soon as possible
$17/hr. plus benefits
12:30pm-9:00pm
Full Time
POSITION SUMMARY:
The Office Operations Specialist provides direct front office support for the Recreation & Community Services Department (Activity & Fitness Center) by conducting daily office operations and managing registrations. This role ensures a welcoming and service-oriented environment for community members while maintaining accuracy in registrations, payments, and records. The position works closely with Program Managers and other staff to support the smooth delivery of programs and services.
REPORTS TO: Office Manager in conjunction with Director and Program Managers
Essential Job Functions:
● Greet and welcome participants, guests, and visitors to create a friendly, inclusive, and service-oriented environment.
● Provide accurate information about programs, memberships, policies, and facilities in a professional and courteous manner.
● Process registrations, cancellations, memberships, personal training sessions, locker rentals, and program adjustments via mail, drop box, phone, and in person.
● Assist customers with troubleshooting online registration and account management.
● Manage participant check-ins, attendance records, and household account information to ensure accuracy.
● Answer phones, emails, and voicemails; make and document calls to participants regarding cancellations, changes, or program updates.
● Collect fees (admissions, passes, memberships) and perform daily cash closeouts and reports in compliance with cash-handling procedures.
● Receive, route, and distribute incoming and interoffice mail.
● Maintain the front lobby area, including flyer racks, activity guides, and general cleanliness.
● Provide administrative support including data entry, proofing, report preparation, labels, and refund processing.
● Assist Program Managers with program implementation, special projects, and event support.
● Establish and maintain positive working relationships with community members, staff, vendors, and district employees.
● Perform duties in accordance with Recreation & Community Services Department and School District policies and procedures.
● Complete other related work as assigned.
REQUIRED KNOWLEDGE & SOFT SKILLS
● Basic knowledge of Recreation Department functions and responsibilities.
● Self-starter and self-directed.
● Strong organizational skills and detail oriented.
● Team player who is willing to help others in order to reach department goals.
● Ability to plan ahead and be proactive.
● Punctual and dependable.
● Ability to adapt to changing work practices and is a quick learner.
● Effective at communicating clearly and effectively both verbally and in written form.
● Ability to work from rough drafts, handwritten notes, oral instructions, or established procedures with limited supervision.
● Ability to work under pressure, multitask and set priorities in order to meet deadlines.
● Ability to maintain records and ensure their confidentiality.
● Maintains a positive attitude.
● Takes pride in work with focus on customer service.
● Associate or Bachelor’s degree in a related field, or an equivalent combination of education and relevant work experience.
● Excellent customer service and communication skills, with the ability to interact effectively with diverse community members, staff, and vendors.
● Proficiency with computers and office software; prior experience using registration or database systems, google suite preferred.
● Strong attention to detail and accuracy when handling registrations, payments, and customer records.
● Ability to organize tasks, manage priorities, and adapt to a fast-paced office environment.
● Dedication to creating a welcoming, inclusive, and service-focused environment.
● Experience handling cash and performing daily reconciliations preferred.
Equal Opportunity:
It is the policy of the District that persons seeking employment with the District shall not be discriminated against in employment by reason of their age, race, creed, color, religion, handicap or disability, pregnancy, marital or parental status, sex, citizenship, national origin, ancestry, sexual orientation, arrest record, conviction record, military service, membership in the National Guard, state defense or reserves, political affiliation, use or nonuse of lawful products off the employer's premises during non working hours, declining to attend a meeting or to participate in any communication about religious matters or political matters, the authorized use of family or medical leave or worker's compensation benefits, genetic information, physical, mental, emotional or learning disability, or any other factor protected by local, state or federal law in all employment practices including terms, conditions and privileges of employment. Reasonable accommodations shall be made for qualified individuals with a disability, unless such accommodations would impose an undue hardship on the District. Requests for accommodations under the Americans with Disabilities Act or under the Wisconsin Fair Employment Act must be submitted to the Human Resources Department.
Candidate Requirements
- Cover Letter
- Resume
- Letters of Recommendation
- Transcripts & Licenses/Certifications