Job Description

Overview

POSITION TITLE (Oracle title)

COMMUNITY SCHOOLS SPECIALIST I

WORKING TITLE

Community Schools Specialist I-Community Use

SCHOOL/DEPARTMENT

Community Services

LOCATION

Crossroads II, Cary, NC

PAY GRADE

Noncertified Grade 26

FLSA STATUS

Nonexempt

ELIGIBILITY FOR EMPLOYMENT CONTRACT

No

WORK WEEK SCHEDULE

Monday-Friday (occasional evenings and weekends) Position is available for a hybrid telework workweek

POSITION PURPOSE:

Responsible for coordinating community use rentals from reservation request through post-event follow-up. Handles client communications, including responding to needs and writing client reports and communicating client needs to other staff members. Explains clearly to clients the costs and details for community use events. Processes reservation requests and invoices for community use according to departmental guidelines. Documents monies received and applied toward community use reservations. Works within the school system to ensure deadlines for the clients are met.

MINIMUM QUALIFICATIONS:

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Considerable knowledge of general office procedures and processes;
• Considerable knowledge of computer functions including Microsoft Office, specifically, Microsoft Word, Excel, Power Point; Google Apps; ability to quickly learn proprietary software (Prism);
• Excellent customer service skills;
• Effective organizational skills;
• Ability to liaise with cross-functional internal teams to improve the entire customer experience;
• Ability to collect, track, and analyze large amounts of data;
• Ability to minimize errors with attention to detail;
• Ability to maintain proper records for accountability;
• Ability to foster teamwork and to work in a team environment;
• Ability to work independently, complete tasks, meet deadlines, without close supervision;
• Adaptability, good time-management skills, and strong problem-solving skills’
• Ability to coordinate event logistics;
• Ability to follow procedures and established guidelines;
• Ability to communicate clearly and concisely both in oral and written form using a variety of communication techniques and tools to ensure the appropriate flow of information, collaborative efforts, and feedback;
• Ability to establish and maintain effective working relationships with school system staff, external agencies, prospective and current rental clients, and the public.

EDUCATION, TRAINING, AND EXPERIENCE

• Associate’s degree in business, communications, marketing, or relevant field; AND
• Two years successful work experience in general office, property rental, customer service, marketing, accounts management, bookkeeping or relevant experience.
• An equivalent combination of education and relevant experience sufficient to successfully perform the essential duties of the job may be considered.

CERTIFICATION AND LICENSE REQUIREMENTS

• Must hold and maintain a valid motor vehicle operator’s license according to the State of North Carolina requirements.

PREFERRED QUALIFICATIONS:

• Detail oriented, creative, and personable;
• Proactive self-starter who understands business in general;
• Excellent critical thinking skills with a service-minded, problem-solving attitude;
• Ability to multi-task and manage multiple client accounts simultaneously.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Serves as the primary point of contact and creates, builds, and maintains strong long-term relationships with assigned clients.

Assists in providing timely responses to customer requests through email, phone, online, screen-share, and in-person meetings.

Responsible for keeping current clients satisfied and delivering exceptional client service on a day-to-day basis; follows-up with clients after an event to retain their business.

Ensures the timely and successful processing and delivery of reservation confirmations and invoices according to customer needs and within departmental guidelines; establishes a timeline of performance.

Maintains timely and accurate documentation of community use of facilities’ records for all rental clients, including, but not limited to, government agencies, for-profit and non-profit agencies, central office departments, and individual schools.

Collaborates and works with the Administrator when a client fails to meet/uphold contractual terms.

Communicates and coordinates with schools and central services staff (energy management, security, maintenance, risk management, athletics, child nutrition services (CNS), etc.) to resolve conflicts, constraints, and concerns due to the scheduling and use of Wake County Public School System (WCPSS) facilities by non-school site-based groups.

Meets clients’ needs and deliverables according to contracted timelines.

Ensures current certificates of liability insurance, signed confirmations, and payments for use are received prior to the event start date; documents monies received and applied toward community use events.

Maintains broad knowledge of client accounts and WCPSS facilities.

Escalates damages caused by client to community use team for resolution; works with the school, maintenance and operations, and/or third-party vendors to assess and repair/replace.

Responsible for informing the Administrator whenever client fails to comply with contracted terms of use, including late or nonpayment.

Maintains timely and accurate documentation of community use of facilities records; keeps team members apprised of potential issues, late payments, etc.; prepares weekly reports on account status to share with team members.

Responsible for working with the community use team to assist new clients; develops and maintains positive relationships with new and existing clients, including visits to school sites to mee with school staff and clients; tours and inspects fields; proactively addresses school and/or client’s concerns, and verifies space capacity.

Performs other related duties, as assigned.

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS

This position operates in a professional office environment and has a noise level of mostly low to moderate. This role routinely uses standard office equipment such as computers, phones, photocopiers, and scanners. The position, at times, must be able to come into direct contact with school system staff, staff members of external agencies, and the community. Work is considered light physical work, requiring the exertion of up to 20 pounds of force. Must be comfortable working under pressure in a fast-paced environment. The work requires driving automotive equipment.

EFFECTIVE DATE: 7/2026

DISCLAIMER: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills required by the employees assigned to this position. This description may be revised by HR and approved at any time.