Facility Scheduler

Arlington, Virginia
$39,811.20 - $60,840.00 Annually
Jun 14, 2019
Jun 21, 2019
Full Time
Position Information

Arlington County's Department of Parks and Recreation is hiring a Facilities Scheduler to be part of a four member team responsible for scheduling the use of all indoor and outdoor County-owned or operated recreational facilities, including joint-use facilities such as those shared with Arlington County Public Schools. This position is in the Athletic and Facility Services Division (AFSD). AFSD includes the following functional areas: Facilities and Operations; Registration, Scheduling and Administrative Services; Sports Leagues and Field Management; and Specialty Programs.

The work involves daily contact with joint-use partners such as schools, and with outside agencies, citizen's civic associations, sports leagues and/or other affiliate organizations, Department of Parks and Recreation (DPR) programmers, and other internal and external customers planning cultural and other special events. Facilities covered include: 14 Community Centers, 32 Arlington Public Schools indoor facilities, the indoor synthetic field located at Gunston Bubble, 96 athletic fields, 93 tennis courts, 17 park shelters, T.E.A.M amusement rentals, Trail Reservations, and Bon Air Rose Garden weddings. The employee will report directly to the Facility Scheduling Manager.

Specific duties will include:
  • Responding to main scheduling and registration phone lines and assisting customers by phone and in person with a variety of services concerning reservations, scheduling and/or fee adjustments, cancelations and general program information;
  • Responding daily to the DPR Scheduling Office email and voicemail box;
  • Using database functions and Microsoft Office applications to enter data for the quarterly facilities reservation cycle as well as class/camp registration and creating correspondence and updating spreadsheets;
  • Accepting reservations and processing payments and refunds;
  • Performing day-to-day adjustments to scheduled facility use and performing scheduling conflict resolution of issues that arise, ensuring seamless scheduling and fair treatment for all user groups and equitable use of facilities;
  • Preparing lists of field and/or equipment maintenance needs for use by other unit/joint use staff, including the Parks Athletic Fields Unit, Arlington Public Schools and DPR programming staff;
  • Identifying set-up arrangements for programs and special events and working with the facility managers to ensure all on-site needs are met;
  • Developing and distributing the DPR Weekend Schedule of events, monthly facility calendars and seasonal communication documents to stakeholders; and
  • Contacting facility users and/or class/camp participants when cancelations occur due to school events, weather or other DPR and County special events.
The ideal candidate will be a reliable team player with strong verbal and written communication skills and a customer service background with experience working in a fast paced, high demand environment and with the ability to successfully multi-task.

Selection Criteria

Minimum: High School Diploma, GED, or the equivalent, plus two and one-half years of progressively responsible full-time administrative support experience.

Substitution: College level experience in leisure or recreation studies or a related field can be substituted for experience on the following basis: two (2) years = six (6) months of experience. A bachelor's degree may substitute for up to one year of experience.

Desirable: Preference may be given to candidates with one or more of the following:
  • Bilingual ability in English and Spanish;
  • Experience scheduling/managing sports and recreational programs and/or facilities;
  • Conflict resolution experience;
  • Experience performing customer service in a call center environment; and/or
  • Experience with computerized information systems to include Microsoft Word, Excel, RecTrac, and/or other facility scheduling software.

Additional Information

Work Hours: Monday through Friday, 8:00 a.m. to 5:00 p.m.

Salary listed above is the salary range effective July 1, 2019.

Please complete each section of the application. A resume may be attached, however, it will not substitute for the completed application. To fully credit relevant experience, applicants are required to complete the Supplemental Questionnaire as part of the application process. Incomplete applications will not be considered.

Arlington County Government employee benefits depend on whether a position is permanent, the number of hours worked, and the number of months the position is scheduled.

Specific information on benefits and conditions of employment can be found on the Arlington County Human Resources Department website: www.arlingtonva.us/pers.

Permanent, Full-Time Appointments
All jobs are permanent, full-time appointments unless otherwise stated in the announcement. The following benefits are available:

Paid Leave : Vacation leave is earned at the rate of four hours biweekly. Leave accrual increases every three years until eight hours of leave are earned biweekly for twelve or more years of service. Sick leave is earned at the rate of four hours biweekly. There are eleven paid holidays each year.

Health and Dental Insurance : Three group health insurance plans are offered - a network open access plan, a point-of-service plan, and a health maintenance organization. A group dental insurance plan is also offered. The County pays a significant portion of the premium for these plans for employees and their dependents. A discount vision plan is provided for eye care needs.

Life Insurance : A group term policy of basic life insurance is provided at no cost to employees. The benefit is one times annual salary. Additional life insurance is available with rates based on the employee's age and smoker/non-smoker status.

Retirement : The County offers three vehicles to help you prepare for retirement: a defined benefit plan, a defined contribution plan (401(a)), and a deferred compensation plan (457). The defined benefit plan provides a monthly retirement benefit based on your final average salary and years of service with the County. You contribute a portion of your salary on a pre-tax basis to this plan. General employees contribute 4% of pay; uniformed public safety employees contribute 7.5% of pay. Employees become vested in the plan at five years of service. The County also contributes to this plan.

For general employees, the County also contributes 4.2% of pay to a defined contribution plan (401(a)) . The County also matches your 457 contribution, up to $20 per pay period, in this plan. The 457 deferred compensation plan allows you to set aside money on either a pre-tax (457b) or post-tax (457 Roth) basis up to the IRS annual limit. New employees are automatically enrolled with a pre-tax contribution equal to 2% of your base pay.

Other Benefits: The County also offers health, dependent care, and parking flexible spending accounts; long-term care insurance; tuition assistance; transit and walk/bike to work subsidies; a college savings plan; wellness programs; training opportunities; and a variety of other employee benefits.

Permanent, Part-Time Appointments:
Part time employees who work ten or more hours per week receive paid leave and benefits in proportion to the number of hours worked per week.

Limited Term Appointments:
Benefits are the same as permanent appointments except that the employees do not achieve permanent status.

Temporary Regular Appointments:
Temporary regular employees who work 30 hours or more per week are eligible for health, dental, and basic life insurance as described above. They are also eligible for vacation, sick leave, and paid holidays.

Temporary Seasonal and Occasional Appointments:
Temporary employees who work on a seasonal basis or variable hours receive sick leave, but do not normally receive other paid leave or benefits. Exceptions are noted in individual announcements.


Indicate your education level below:
  • High School or GED
  • Associate's Degree
  • Bachelor's Degree
  • Some College
  • None of the above


Indicate below how many years of progressively responsible full-time administrative support experience that you have.
  • More than 2 years and six months
  • Two years and six months
  • Two years up to 2 years and five months
  • At least 18 months but less than 2 years
  • Less than 18 months


Please check if you have experience with any of the following (check all that apply):
  • Scheduling/managing sports and recreational programs and/or facilities
  • Working in a fast paced, high demand environment
  • Providing customer service
  • Resolving customer complaints
  • Processing payments and refunds
  • Providing customer service in a call center environment
  • None of the above


Please provide specific details of any experience you checked having in the previous question (#3).


Please indicate if you have experience with the following computerized information systems (check all that apply):
  • Microsoft Word
  • Microsoft Excel
  • RecTrac, and/or other facility scheduling software
  • None of the above


Please describe how you used any of the software systems you checked having experience with in the previous question (#5).


Are you sufficiently proficient in oral Spanish to provide customer service through answering questions via in person walk-ins or the telephone to Spanish speaking individuals who have limited English proficiency?
  • Yes
  • No

Required Question

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