Rental & Event Specialist

Description

Benefit type: Part time benefited

Benefits available:  For a full description of our benefits, please click here. 

About the job: 

This position works as part of the district's rental and event team, with oversight on community space and event rentals throughout the year. As our part-time specialist, you will focus on all park shelter rentals, internal requests, and assist with processing other park use requests. This generally includes reviewing and processing event requests, insurance certificates and rental agreements, and answering a shared phone line and email inbox. 

A day in the life:

Duties may include but are not limited to the following: 

• Provides excellent customer service to renters of district facilities including scheduling and processing facility and park rentals; provides tours; explains park rules and rental guidelines; may conduct pre and post event meetings.
• Reviews post-reservation facility condition reports, assesses and applies additional service fees as warranted, and processes rental deposit refunds in accordance with established policies and procedures.
• Reviews new event requests and determines their feasibility in the park or facility.
• Reviews and approves event logistic plans, site maps, rental agreements, certificates of insurance and other required documents ensuring accuracy and compliance with rental guidelines.
• Acts as district representative prior to, during and after event rentals.
• Analyzes and updates reservation program practices and guidelines working closely with event organizers, city, school district, private individuals, community agencies and district staff.
• Works with the Community Engagement division to update and edit venue related information on multiple web pages.
• Coordinates maintenance, cleaning and repair with Custodial and Facilities divisions.
• Works closely with the Park Steward division to monitor use of facilities.
• Monitors program revenues and expenses. Collects and utilizes data to ensure correct costs, makes recommendations for budgets.
• Operates computer software to manage programs and run reports.
• Establishes and maintains professional and constructive relationships with event organizers, affiliate businesses and agencies in use of district facilities, resources and processes.
• Collects and utilizes data to ensure correct costs, makes recommendations for capital projects, and maintains budgets. 
• Assists with coordination and execution of District-sponsored events, including the July 4th Pet Parade.
• Acts as a Mandatory Reporter; reports incidents of child abuse/neglect.
• Performs other job-related duties as assigned.

Schedule and Hours:  

Monday - Friday, 30 hour work week.

Requirements

What you'll need for success:

Strong Knowledge of:

• Customer service standards and practices;
• Event planning and logistics to evaluate proposals;
• Event organizational strategies including developing objectives and creating and implementing strategies;
• General office administrative practices and procedures; and
• English, grammar and composition.

Skill and Ability to: 

• Effectively communicate with others verbally and in writing, including by phone, e-mail or in person;
• Work independently while also able to work cooperatively with others; 
• Communicate effectively, tactfully, and pleasantly with the public;
• Strong time management skills to meet deadlines; 
• Effectively handle difficult situations and people; 
• Exercise initiative, good judgment, and problem-solving skills; 
• Follow oral and written instructions; 
• Proficiently operate office equipment including computers and specialized software applications; and
• Establish and maintain effective and cooperative working relationships with all contacts.

What we’re looking for:

Minimum Required Education, Experience, and Training: 

1. High school graduation or equivalent; AND
2. Two (2) years of related experience; OR
3. Any satisfactory combination of experience and training.

Preferred:

1. Bilingual in Spanish and English. A bilingual differential on top of hourly rate is available upon completed language assessment. 

License and certifications: 

1. Possession of, or ability to obtain valid Oregon driver’s license within 30 days with an acceptable driving history as defined by district driving policy.

Supervision Received: 

Works under the general supervision of a Supervisor. Follows standard processes and procedures without supervision but confirms changes to standard practices and significant decisions in advance.

Supervision Exercised: 

Supervision is not normally a responsibility of this position; however, provides leadership and direction to staff and volunteers.  

 Working Conditions: 

• Duties are performed indoors and outdoors including exposure to inclement weather including heat, cold, humidity, wind, snow, and rain and standing and walking over uneven terrain such as parks and trails with up/down inclines includes paved and unpaved surfaces for sustained periods of time.
• Exposure to cleaning agents and solvents. Physical demands include crouching, crawling, kneeling, climbing, balancing, bending, twisting, pushing, pulling, standing, walking, grasping, feeling, talking, hearing/listening, smelling; seeing/observing includes close, distance, peripheral and depth perception and the ability to adjust focus; repetitive hand and arm motions; occasional lifting, moving and carrying objects unassisted up to 50 pounds. Frequent dealing with distraught or difficult individuals.  
• Physical demands include crouching, crawling, kneeling, climbing, balancing, bending, twisting, pushing, pulling, standing, walking, grasping, feeling, talking, hearing/listening, smelling; seeing/observing includes close, distance, peripheral and depth perception and the ability to adjust focus; repetitive hand and arm motions; occasional lifting, moving and carrying objects unassisted up to 50 pounds. 
• Ability to work and maintain focus in a work environment with moderate noise (i.e., working around others making periodic phone calls or having conversations) and with frequent interruptions.
• Must be able to travel to locations in, around, or outside the greater Bend area.
• Frequent focus on a computer screen. 
• Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to others’ work accurately, loudly or quickly.
• Repetitive hand and arm motions.
• Frequent dealing with distraught or difficult individuals.  

Selection Process:

Applicants are screened based upon their relevant knowledge, abilities, skills, experience, and training and willingness to learn the skills required for the position. An offer of employment is contingent on the verification of credentials and other information required by Bend Park & Recreation District policies, including a background check and a driving history review when driving is required for position. 

Veteran Preference Status

Under Oregon law, veterans who meet minimum qualifications for a position may be eligible for employment preference. To qualify for veterans’ preference, you must submit required documentation prior to the closing date of the recruitment. Veterans’ preference cannot be awarded without required documentation. Beginning January 1, 2026, certain preferences will also apply to current and former members of the Oregon National Guard. For more information on if you qualify for veterans’ preference visit https://www.oregon.gov/boli/workers/pages/veterans-preference.aspx

Equal Employment Opportunity:

Bend Park and Recreation District is an Equal Opportunity Employer 

Bend Park & Recreation District Core Competencies:

All positions with Bend Park and Recreation District are subject to district and position competencies. Below is a list of the most critical competencies for this position. Additional competencies are required for the position and may change based on district needs. A complete list of the competencies is available from Human Resources.