Parks Permit Coordinator

City of Duluth Minnesota - Duluth, MN

Full-time | Part-time | Contract
Summary / Purpose
This position is responsible for overseeing the coordination of all reservation, permit and special event requests for Duluth Park facilities and spaces and their compatibility with facilities and park spaces under the applicable park policies and City Codes.

Essential Duties & Responsibilities (other duties may be assigned)
1. Provide front-line customer service, education, and information to the public regarding municipal and state codes, regulations, and permitting procedures.
2. Acknowledge and resolve customer conflicts and negotiate problems as needed, using independent decision-making to resolve the issue or refer to the appropriate party when necessary.
3. Assist with customer service, clerical, front desk, and other administrative tasks as assigned.
4. Assist (as needed) at community outreach events, to include some evening and weekend hours.
5. Process cash, credit, and check payments from customers; record revenue and make weekly deposits with the Treasurer's office.
6. Process permits, invoices and payments, delinquent payments and missing paperwork, and track insurance requirements.
7. Maintain and update the database of permits, reservations, schedules, and prepare related reports on an annual basis.
8. Compile data and statistics, prepare reports, and report performance measures.
9. Compile financial statements for reporting on permitted events.
10. Accept reservation and permit requests by phone, in person, online and via email, and create contracts between the customer and the City of Duluth using the recreation reservation software.
11. Ensure that all permitted events held in the Duluth Parks are safe, compatible with the permitted facility or space, effective in resource use, appreciative of land and infrastructure capacity, and consistent in meeting City goals, including achieving the Parks and Recreation Master Plan vision.
12. Assist customers with information about various facilities regarding capacity, available amenities, and negotiating special requests including overnight parking, power, water, portable toilet, additional dumpster and garbage requests, traffic control, and security arrangements.
13. Review all permit and special event applications and determine that all terms of the contract have been met, and the necessary paperwork and permits have been filed in a timely manner before issuing final permits.
14. Serve as the in-house expert and primary contact on the Recreation Management Software system and provide training to interns, part-time employees and other staff on the use of recreation reservation software, advanced date scheduling, processing use permits, adding and modifying set-up notes, attaching appropriate disclaimers, editing and modifying reservation fees, mailing invoices, accepting payments, and processing online reservations.
15. Review and evaluate all Park special events presented to the City for special approval or City co sponsorship, and provide recommendations to the Parks and Recreation Manager.
16. Coordinate the distribution and agreements of busker permits.
17. Assist in the hire and coordinate the training of interns and part-time employees that are designated to support permitting and reservation work.
18. Cross-train identified park operations staff, interns, and part-time employees on management of the recreation reservation software.
19. Establish work standards and guidelines, which maintain data and information consistently, and coordinate the training of interns, part-time employees and other staff of said standards and guidelines.
20. Work in close collaboration with Park Maintenance, Properties and Facilities Management, Police Department, City Clerk, and other internal departments both before and after events to ensure appropriate permits are secured, as well as to ensure the upkeep and restoration of facilities.
21. Keep abreast with comparative data on permit and reservation fees and recommend any changes to the Parks and Recreation Manager on an annual basis.
22. Participate in discussions, as well as develop and recommend department and City policy updates pertaining to the permitting of Park facilities and spaces.
23. Convey permit, reservation, and special event information as necessary to internal City partners and the public in a clear and concise manner.

Minimum Qualifications
A. A combination of education and/or experience equal to a four-year bachelor's degree and two years of full-time equivalent experience in the functional areas identified as essential above.
Selection Process
Education/Experience Review (100% of scoring process; 70% pass point): Applicants meeting the minimum qualifications will be rated based on the type (relatedness) and extent of their education and experience as documented on their application and/or supplemental questionnaire. Applicants who pass this exam will have their names placed on an eligible list for this classification.

Alternative Exam Process: For individuals who qualify under the Americans with Disabilities Act (ADA), alternative examination processes are available on an individual basis upon prior arrangement. Contact Human Resources at (218) 730-5210, as soon as possible prior to the scheduled date of the exam. TDD services are available through (218) 730-5630.

Right to Appeal: Any applicant who has been found qualified to participate in a selection process for a position in the classified service who has reason to contest the validity or fairness of any step in the selection process may appeal to the Civil Service Board within 10 calendar days of the examination. (If the examination is an Education/Experience Review, the applicant must appeal within 10 calendar days of the closing date for accepting applications.) The notice of appeal shall be in writing, shall contain a complete statement of the matter in controversy and the relief requested, and shall be signed and dated by the appellant. The notice shall be addressed to the Civil Service Board and be delivered to the Human Resources Office. If an applicant wishes to file an appeal electronically, the notice should be sent by email to

Work Eligibility: In accordance with the Immigration Reform and Control Act of 1986, the City of Duluth requires verification of identity and work eligibility at the point of hire.

Veterans: For applicants claiming veterans' preference, a legible discharge certificate (DD214) verifying 181 days of consecutive service and separation under honorable conditions MUST be filed WITH the Application for Veterans' Preference (Download PDF reader). Failure to provide the required documentation may eliminate the candidate from subsequent steps in the selection process. Veterans' points will be added only if the applicant successfully completes all phases of the exam process and has submitted all required documentation to Human Resources. For applicants claiming disabled veterans' preference a letter dated within one year from the Veterans' Administration documenting entitlement to compensation for a permanent service-connected disability MUST be filed WITH the Application for Veterans' Preference.

Non-Discrimination: The City of Duluth is an equal opportunity and veteran-friendly employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex, marital status, familial status, age, sexual orientation, status with regard to public assistance, disability, genetic information, veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.

Probation Period: 6 months
Duration of Eligible List: 7 months
Job Number: R1965