This is highly skilled administrative work, essential to the administrative activities of the Parks Maintenance Division that includes a Park Manager, two Park Supervisors, and a FT/ PT/ Seasonal Staff of 15. Under the direction of the Park Manager, performs varied and complex assignments requiring thorough knowledge of department's goals and objectives and extensive exercise of independent judgment and organizational skills in performance of responsibilities. Work is highly responsive to day-to... more details
Description
This is highly skilled administrative work, essential to the administrative activities of the Parks Maintenance Division that includes a Park Manager, two Park Supervisors, and a FT/PT/Seasonal Staff of 15.
Under the direction of the Park Manager, performs varied and complex assignments requiring thorough knowledge of department's goals and objectives and extensive exercise of independent judgment and organizational skills in performance of responsibilities. Work is highly responsive to day-to-day activities and typically necessitates performance of non-routine administrative tasks. It also necessitates the mastering of several software’s that include RecTrac, NeoGov, CivicPlus, FinPlus, Cognos, JP Morgan, and others. Work may include the taking or transcription of oral or recorded dictation. Incumbents work under broad policy guidance or direction and may supervise all personnel, operations, and activities of the administration department.
Examples Of Duties
Coordinate with Director concerning issues and activities related to administration in an effort to ensure effective operations of the Parks and Recreation department.
Plans, organizes, and prioritizes workflow; develops broad range of office methods and procedures; establishes and maintains administrative, financial, personnel and department-related records and files.
Types a variety of general or complex reports and materials from drafts, shorthand, or recorded notes; composes and proofs varied correspondence in accordance with policies or instructions; disseminates information according to established procedures; routes in/outgoing mail.
Maintains extensive administrative, budgetary, and expenditure control account records and files; verifies calculations, posts records, and prepares narrative, statistical, and summary reports from records. Includes the daily use of FinPlus, Cognos and JP Morgan.
Compiles monthly, annual, and special financial reports; summarizes expenditures during fiscal period and assists in annual budget request with supporting justification.
Monitors expenditures and reviews invoices, vouchers, and bills for payment in account; requisitions supplies and equipment; assists with bid processes; and maintains inventory and related cost records. Maintain inventory records of all department property and assets. Prepare the fixed asset reports for the department.
Performs complex payroll work and ensures accuracy for reconciling discrepancies according to policies.
May be assigned to special projects and events as necessary.
Coordinate and manage rental contracts and billing for the Showmobile. Assist management and director in the fiscal review and recommendation of rental rate changes.
May supervise and/or train subordinate clerical personnel, volunteers or interns as required.
The duties listed above are intended only as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
Qualifications
Completion of a high school diploma and considerable experience in administrative and work to include some supervisory experience; or any equivalent combination of training and experience which provides the following necessary knowledge, abilities, and skills.
Necessary Knowledge, Skills, and Abilities:
Exceptional ability to carry out the instructions of the Park Manager in an effective and timely fashion, and the ability to work tactfully with people.
Thorough knowledge of municipal park and recreation services and government operation.
Thorough knowledge of standard office practices and procedures, equipment, and clerical techniques.
Ability to interpret, apply, and communicate policies, procedures, and services.
Ability to proofread highly technical reports to conform with given principles of style and format.
Ability to prioritize, organize, and perform work independently.
Ability to compose and prepare routine and more complex correspondence.
Ability to do complex numerical work in budgeting and payroll.
Ability to supervise the work of subordinates on a continual or intermittent basis.
Ability to communicate ideas effectively, both verbally and in writing.
Proficiency in Microsoft Office (Word, Outlook Calendar, Excel, Access, PowerPoint).
Ability to act as the department’s designated Freedom of Information Act (“FOIA”) Officer and processes FOIA requests.
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