Summer Administrative Coordinator/Registrar

Summer Administrative Coordinator / Registrar Parks & Recreation Department Position Summary The Summer Administrative Coordinator / Registrar supports the Parks and Recreation Department during the busy summer season, with a primary focus on summer camp registration, program registration, facility reservations, customer service, records, payments, refunds, invoices, and general office support. This position serves as a key point of contact for the department by staffing the main office, answering the main phone line, monitoring the department's general email account, and assisting residents, families, program participants, instructors, vendors, and the public in a timely, polite, and professional manner. The ideal candidate is highly organized, detail-oriented, dependable, comfortable with office systems, and able to manage multiple follow-up items at once. Essential Duties and Responsibilities Registration and Customer Service Review, process, and approve summer camp, program, and activity registrations. Review camp registrations for completeness, including required forms, emergency contacts, authorized pickup information, medical information, waivers, grade eligibility, and payment status. Respond to incoming phone calls, emails, and in-person inquiries regarding camp, programs, beach passes, facility reservations, payments, refunds, schedules, and department procedures. Staff the department's main phone line and general email account during assigned work hours. Assist residents and families with registration questions, account issues, payment questions, waitlists, cancellations, refunds, balances, and general program information. Return phone calls and emails in a timely, courteous, and professional manner. Follow up with families regarding missing forms, incomplete registrations, balances due, waitlist status, refunds, credits, and schedule changes. Maintain accurate rosters, participant lists, attendance sheets, emergency contact information, and related program records. Facility Reservations Review and process facility reservation requests in accordance with department policies and procedures. Confirm availability, verify reservation details, and communicate approval status to applicants. Track reservation payments, deposits, insurance requirements, permits, forms, and other required documentation. Maintain organized reservation records. Coordinate with department staff regarding facility schedules, setup needs, conflicts, cancellations, and special requests. Office Administration and Records Maintain organized digital and paper files for registrations, reservations, waivers, forms, invoices, receipts, permits, correspondence, and other department records. Help ensure department records are accurate, complete, and easy to locate. Assist with file cleanup, records organization, and preparation of documents for review or reporting. Prepare and update rosters, reports, participant lists, payment summaries, reservation schedules, and other administrative documents. Support the Director with forms, spreadsheets, calendars, notices, correspondence, and routine department communications. Help maintain a professional, organized, and welcoming office environment. Payments, Refunds, Receipts, and Invoices Process and track payments, refunds, credits, and account adjustments in accordance with department procedures. Submit receipts, invoices, purchase documentation, and related records for payment or reimbursement. Assist with tracking bills, invoices, and basic financial records. Follow up on overdue balances, declined payments, unpaid invoices, and incomplete transactions. Prepare and send balance reminders, refund confirmations, invoice follow-ups, and other account-related communications. Maintain accurate records of payments, refunds, credits, invoices, receipts, and participant account activity. General Department Support Use department software systems, email, spreadsheets, calendars, and other office tools to support daily operations. Communicate with program instructors, camp staff, facility users, vendors, Town staff, and the public as needed. Assist with seasonal administrative needs related to summer camp, beach passes, programs, events, rentals, and department projects. Perform other related duties as assigned by the Director of Parks and Recreation. Required Skills and Qualifications Excellent organizational skills and strong attention to detail. Strong customer service skills and the ability to communicate politely and professionally with the public. Ability to answer phones, respond to email, and assist residents in a calm, helpful, and professional manner. Strong written and verbal communication skills. Ability to manage multiple tasks, deadlines, and follow-up items. Comfortable maintaining files, records, receipts, invoices, forms, and administrative documentation. Basic financial accuracy and comfort handling payments, refunds, invoices, receipts, and account balances. Strong computer skills, including email, spreadsheets, calendars, online registration systems, and basic office software. Ability to learn registration, reservation, and payment systems. Ability to handle confidential participant, family, medical, personnel, and financial information with discretion. Dependable, accurate, responsive, and proactive work style. Preferred Qualifications Prior experience in office administration, parks and recreation, municipal government, school offices, camps, childcare administration, customer service, bookkeeping, or records management. Experience with registration, reservation, or payment systems such as RecDesk, CivicPlus, or similar platforms. Experience tracking invoices, receipts, refunds, balances, or accounts receivable. Experience communicating with families, residents, vendors, program participants, or the general public. Schedule This is a seasonal summer position . Hours are expected to average approximately 10-15 hours per week , with some flexibility based on department needs and registration volume. Weekday daytime hours are required, but exact hours can be based on the candidate. Some additional hours may be needed during peak registration periods, camp preparation, program launches, or other high-volume times. Compensation $24.00 per hour , up to a maximum number of approved seasonal hours.

Reports To:

Director of Parks and Recreation Position Duration:

Summer 2026 season, with anticipated work beginning as soon as possible and continuing through the end of the summer season. Exact start and end dates will be determined based on department needs.

Equal Opportunity Statement:

The Town of Middlefield is an Equal Opportunity Employer. We encourage applications from qualified individuals of all backgrounds and experiences.

Pay:

$24.00 per hour Application Question(s): Have you worked as a camp registrar before? Have you worked in an administrative capacity before, supporting billing, filing, data entry, customer phone calls, account receivable, reservation, payment systems, or working with confidential health records? (Customer service positions, front desk sales positions do not qualify).

Work Location:

In person