2022/03/08 City Council Resolution 2022-031 RESOLUTION NO. 2022-031
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
APPROVING ORGANIZATIONAL CHANGES IN THE COMMUNITY SERVICES
DEPARTMENT
WHEREAS, the Community Services Department operates the Callinan Sports and
Fitness Center (Sports Center) seven days a week; and the Rohnert Park Community Center
(Community Center) and Senior Center five days a week; and
WHEREAS the front counters of the above mentioned recreation facilities have been
staffed using hourly part-time Office Assistants for more than a decade; and
WHEREAS, the Community Services Department has experienced a high level of
turnover in the hourly part-time positions in the past five years; and
WHEREAS,three of five budgeted hourly part-time positions are currently vacant
causing an overall reduction in services provided to the community; and
WHEREAS, the City desires to replace the three vacant hourly part-time positions with
two full-time positions; one for the Sports Center, and the other for the Community Center.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert
Park that it does hereby approve the addition of the position title and associated job description
for Member Services Specialist, attached hereto as Exhibit "A" and incorporated by this
reference; and
BE IT FURTHER RESOLVED by the City Council of the City of Rohnert Park that
it does hereby approve the following changes to the Community Services Department:
Elimination
• One Hourly Part-Time Senior Office Assistant—Sports Center(1456-PERS)
• One Hourly Part-Time Senior Office Assistant—Community Center (1456-PERS)
• One Hourly Part-Time Office Assistant (1456-PERS)
Addition
• One Full-Time Member Services Specialist (Sports Center)
• One Full-Time Office Assistant (Community Center)
DULY AND REGULARLY ADOPTED this 8th day of March, 2022.
CITY OF ROHNERT PARK
Jac e war , M
ATTEST: \
Sylvia Lopez-Cu-vas, City Clerk
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AYES: (5 ) NOES: ( ) ABSENT: ( 0 ) ABSTAIN: ( )
Resolution 2022-031
2
EXHIBIT “A”
MEMBER SERVICES SPECIALIST
Proposed Salary Range 26RP: $23.47 - $28.53 per hour
DEFINITION
Under direct supervision, provides a variety of office support functions and performs activities related to
membership services for the Callinan Sports and Fitness Center (Sports Center). Responsibilities include
opening or closing the facility; selling and renewing memberships; utilizing registration software; creating
web and print based marketing materials; word processing; data entry and organization; telephone and
counter reception; receipt of payments; processing of invoices for approval; record-keeping and filing;
report preparation; provides information and direction in assistance to the Sports Center guests, members
and the general public; and performs related duties, as assigned.
SUPERVISION RECEIVED AND EXERCISED
Receives direct supervision from Community Services Supervisor. Exercises no supervision of staff.
CLASS CHARACTERISTICS
The Membership Services Specialist provides excellent customer services and supports the Community
Services Supervisor with the administration of selling membership packages, fee collection, membership
upgrades, and member recruitment and retention. Incumbent is responsible for opening or closing
procedures, and general administrative and office duties related to the operation of the front desk.
Incumbent will assist in providing a high quality experience to all users of the Sports Center and may
provide technical and functional direction to lower-level Sports Center staff. Incumbent is responsible for
the smooth operation of the Sports Center when the Supervisor is not present.
EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different
positions and to make reasonable accommodations so that qualified employees can perform the essential
functions of the job.
Performs a wide variety of routine office administrative duties to support departmental operations,
including filing, preparing records and basic reports, accounts payable, cashiering duties, collecting
overdue fees, processing memberships sign-ups, renewals and guest passes.
Opens or closes the Sports Center depending on schedule and serves as the lead staff member on site;
if opening, will be responsible for ensuring the building is ready for guests by going through opening
procedures; if closing, will be responsible for ensuring the building is clean and locked by going
through closing procedures.
Designs flyers, posters, information packets, activity guides, press releases, and other public
information materials.
Processes all membership paperwork for new members, including application and orientation
requirements.
Provides tours for potential members and showcases the facility, equipment, services and amenities.
Collects and balances activity registration fees and follows up when fees are not received.
Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies,
and records information.
Follows up with prospective members; works with prospective members and current members to
determine appropriate fitness package for members.
Assists in updating the Community Services Department registration system, the City website and
Department social media accounts.
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Issues replacement membership cards and updates member information as needed.
Answers and directs phone calls, assists with guest and membership related complaints; responds to
complaints and requests for information; upon direction, applies regulations, policies, procedures,
systems, rules, and precedents in response to inquiries and complaints from the public; directs callers
to appropriate City staff as necessary.
Regularly interacts with guests inquiring about memberships, department programs and general
facility related questions.
Assists in compliance with the City’s adopted records retention and management policies.
Responds to guest and member requests and inquiries in a timely manner.
Operates a variety of standard office equipment, including job-related computer hardware and
software applications, copiers, postage meters, facsimile machines, and multi-line telephones; may
operate other department-specific equipment.
Verifies and reviews forms and reports for completeness and conformance with established
regulations and procedures; applies departmental and program policies and procedures in determining
completeness of applications, records, and files.
Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares
and distributes outgoing mail.
Compiles information and data for administrative, statistical, and financial reports; checks data;
prepares and assembles reports, manuals, articles, announcements, and other informational materials.
Maintains and updates departmental record systems; enters and updates information with
departmental activity, inventory files, and report summaries; retrieves information from computer
application systems as required.
May monitor and order office and other related supplies; assists in preparing, processing, and tracking
purchase requisitions for services and materials.
Receives vendor invoices; routes request for payment to staff for approval.
Performs cashiering duties; receives money and issues receipts; collects and accounts for service fees.
Develops and implements file, index, tracking, and record-keeping systems; researches records within
areas of assigned responsibility.
Assists with special event programs; assists in coordinating reservations, scheduling, and use of
equipment and facilities.
Responsible for the general appearance and upkeep of the front desk and lobby.
May assist in the training of new or temporary staff; coordinates safety program/meetings.
Performs other related duties as assigned.
In performing the duties described above, the incumbent is expected to:
Provide outstanding and friendly customer service.
Create and maintain a respectful and collaborative working environment.
Communicate honestly and behave in a manner that is ethical, legal and fiscally responsible.
Demonstrate care for the organization, customers, and coworkers.
Perform work of the highest quality possible.
Practice and encourage initiative and innovation to improve the workplace.
QUALIFICATIONS
Knowledge of:
General fitness center operations.
Principles and concepts of fitness center program design and delivery.
Recreational programs and activities offered by the City.
Customer service principles.
Basic principles of web, print and social marketing.
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Standard office practices and procedures.
Basic principles of record keeping and cash handling.
Records retention requirements and filing systems.
Principles and practices of data collection.
Basic accounting methods, procedures, and terminology.
Principles of business letter writing.
The structure and content of the English language, including the meaning and spelling of words, rules
of composition, and grammar.
Modern equipment and communication tools used for business functions and program, project, and
task coordination.
Computers and software programs to conduct, compile, and/or generate documentation.
Basic CPR and first aid.
Ability to:
Build and maintain relationships with current and prospective members.
Explain various membership packages and fitness center programs to current and prospective
members.
Prepare clear, concise and effective marketing materials and correspondence.
Check members and guests into the department system.
Learn to respond and effectively prioritize multiple phone calls and other requests for service.
Learn and explain administrative and departmental policies and procedures.
Make accurate arithmetic computations.
Perform responsible clerical support work with accuracy and speed under general supervision.
Learn and understand the organization and operation of the City and of outside agencies as necessary
to assume assigned responsibilities.
Organize, maintain, and update office database and records systems.
File materials alphabetically, chronologically, and numerically.
Become familiar with and enforce safety rules and procedures and regulations regarding the use of
public facilities.
Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
Learn to understand and apply pertinent laws, codes, regulations, policies and procedures, and
standards relevant to work performed.
Learn and understand the organization and operation of the City and of outside agencies as necessary
to assume assigned responsibilities.
Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
Effectively use computer systems, software applications, and modern business equipment to perform
a variety of work tasks.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar
and syntax.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal
guidelines.
Establish, maintain, and foster positive and effective working relationships with those contacted in the
course of work.
Safely lift and move items such as chairs, tables, and recreational equipment.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities
is qualifying. A typical way to obtain the required qualifications would be:
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Equivalent to completion of the twelfth (12th) grade and one (2) years of experience performing paid or
unpaid gym or fitness center office and front desk tasks related to membership services.
Licenses and Certifications:
Ability to obtain a valid California Driver’s License by time of appointment and a satisfactory driving
record may be required for some positions.
Current and valid Basic CPR and First Aid Certificates.
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a
computer; vision to read printed materials and a computer screen; and hearing and speech to communicate
in person and over the telephone. The position also requires grasping, repetitive hand movement, and fine
coordination in preparing written materials, reports, and correspondence using a computer
keyboard. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, or
calculator and to operate standard office equipment. Positions in this classification occasionally bend,
stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees
must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. The noise level
in the work environment is usually moderate.
ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature conditions,
and no direct exposure to hazardous physical substances. Employees may interact with various gym
equipment that are a part of the Sports and Fitness Center’s cardio and weight rooms. Employees may
interact with upset staff and/or public and private representatives in interpreting and enforcing
departmental policies and procedures.
FLSA Status: Non-exempt
Employee Unit: Rohnert Park Employees’ Association (RPEA)
Approved By:
Date Approved: