•Serves as the primary point of contact for one or more Recreation, Parks & Tourism Divisions. Supports operations by facilitating positive and productive interactions with customers, citizens, coworkers, and supervisors.
•Schedules or coordinates appointments, meetings and travel arrangements for Division Chiefs, reserves or confirms meeting locations, and manages other arrangements as needed. Organizes or assists with recurring and special events, such as staff meetings or training sessions.
• Communicates important matters to appropriate staff or supervisory personnel in a timely manner. Ensures matters that require immediate attention or action are
addressed and resolved. Obtains or provides additional information and instructions as needed or required.
• Computes payroll hours. Compares timecards or timesheets to leave requests and ensures data is consistent. Enters hours in the County’s financial management system. Generates payroll reports for review and approval by supervisory personnel. Addresses and resolves employee questions or concerns about hours earned or used. Coordinates corrections with the Payroll Office.
• Records, tracks, monitors, and maintains payroll and personnel information as needed to meet the needs of the Division and Department. Information may include data on workers compensation, Family Medical Leave Act, and leave donations; employee training and years of service; and organizational charts and lists of employees.
•Prepares, codes and submits financial documents, such as check requests and invoices, for review, approval and payment.
•Ensures compliance with established Division, Department and County policies and procedures when executing duties and responsibilities. Advises co-workers regarding policies and procedures when requested or needed.
•Collects and examines information related to operations, programs, or activities of the Division or Department. Verifies accuracy and investigates discrepancies. Provides guidance to improve the accuracy and consistency of information collection and presentation.
• Assists visitors and callers by communicating information about programs and services, addressing technical and substantive questions, resolving concerns, or providing other requested information. As needed, directs the visitor or caller to the appropriate agency, department, or division that can provide further assistance.
•Receives, sorts, distributes and files incoming mail. Directs items to other staff or County offices as appropriate.
•Compiles, organizes, verifies and enters data into computer databases and other computerized record systems; codes and verifies data; updates, edits and corrects data files; produces computer printouts.
•Maintains manual and/or automated financial, accounting, personnel and other administrative and management files and records; ensures confidentiality of files and records and uses discretion in controlling access to and release of information.
•Prepares a variety of documents such as letters, memorandums, reports and meeting minutes. Proofs and edits the document for accuracy of grammar, spelling, punctuation, and format. Makes necessary corrections and ensures adherence to established style guides and formats. Distributes documents as requested or required.
•Conducts special projects as requested. Types, complexities, and expectations of projects vary.
•Provides support and guidance to administrative staff when needed. Acts as backup personnel for phones, mail, payroll, or other responsibilities as assigned or needed during breaks and absences.
•Performs other duties as assigned
Education and Experience:
High school diploma or an acceptable equivalency diploma (GED). Three (3) years of responsible clerical/administrative experience, or an equivalent combination of education, experience, and training.
Licenses or Certifications:
May require a valid driver's license.
Special Requirements/Qualifications:
Work is subject to frequent interruptions and inflexible deadlines.
Maintain confidential information.
Knowledge, Skills and Abilities:
•Knowledge of general office procedures and the use of calculators, computers, software and other office equipment.
•Knowledge of County policies and procedures, standard operational practices, and safety regulations.
•Knowledge of methods, techniques, and practices used by the County and Department for processing invoices and payroll.
•Knowledge of customer service and quality standards.
•Skill to accurately enter payroll data and prepare reports.
•Skill to prepare, organize and maintain records or other documentation.
•Ability to successfully communicate, both orally and in writing.
•Ability to actively listen to citizens, coworkers, and supervisors.
•Ability to establish and maintain effective working relationships.
•Ability to effectively manage and resolve conflict.
•Ability to maintain confidentiality.
•Ability to initiate daily assignments, follow through on matters, and use independent judgment and training to take appropriate actions to deal with standard recurring situations.
