DHARA Membership and Pool Administrator 

Job description:

Dominion Hills Recreation Area is in need of an office administrator/membership coordinator in a part-time capacity year-round, with a heavier workload in the Spring and Summer Months.  Applicants must possess strong computer skills including Word, Excel, data entry, and Internet skills in addition to a customer service background with proven office experience.  Must be able to work as a team player, as well as independently, with the ability to self-motivate and prioritize workload.

Qualifications: Proven experience as an administrative assistant, virtual assistant, or office admin assistant; Knowledge of office management systems and procedures; Working knowledge of office equipment, like printers and scanners; Proficiency in Microsoft Office (Word and Excel), Google Suite (Documents and Sheets) – Swimtopia / WordPress experience a plus;  Excellent time management skills and the ability to prioritize work; Attention to detail and problem-solving skills; Excellent written and verbal communication skills; Strong organizational skills; Previous work experience as an office assistant or comparable is a plus. Required to complete and pass an employment background investigation.

Duties include, but not are limited to:

• Membership Management & Member Services
  • Monitoring the membership email address and responding in a timely manner to existing and potential member inquiries
  • Processing communications with potential members and develop/maintain a frequently asked questions (FAQ) section for the website
  • Actively manage and maintain the membership waiting list
  • Facilitating the sale and rental of memberships
  • Reconciliation of annual dues membership
  • Act as a customer service representative to current and future members to address concerns
• Pool Email Communications and Social Media
  • Work with the Board to develop pool email communications to include weekly emails to members highlighting events, pool closures, swim meets, etc.
  • Conduct board reviews for final content approval
  • Send official communications using our mailing tool (Mailchimp)
  • Post communication on website and social media (Facebook, Twitter)
• Pool Website Management
  • Manage website content
  • “Develop” new website pages, forms, etc as necessary using non-development administration portions of our webpage (WordPress)
• Pool Official Calendar
  • Manage and maintain the official pool calendar online
  • Manage and maintain posted calendars at DHARA
• Pool Employee HR Support
  • Manage, maintain, and process employee paperwork
  • Help the manager with payroll set-up (direct deposit), payment of expenses, and 
  • employee training records.
  • Help the manager with employee scheduling.
• Pool Document and Records Management
  • Maintain records for certifications needed for the county/state 
  • Support annual reporting to state and county for employment records
  • Be responsible for scanning and archiving official records
  • Manage expense receipt collection and archiving
  • Work with the Board and manager to keep insurance records up to date 
• Community Room Rental Management
  • Manage member and non-member rental process
  • Facilitate online rental process and maintain room availability through the website
  • Coordinate with staff to ensure the opening and closing of our facility
  • Manage any required cleaning/collections (or refunds) of deposits
• Other duties as assigned