Administration Desk Manager

Administration Desk Manager

NOBLE ADMINISTRATION CENTER - PEORIA, IL 61614

Overview

Salary Range $25.48 - $27.88 Hourly Position Type Full Time

Description

Duties: Under the supervision of the Superintendent of Finance and Administrative Services or his/her designee, the Administration Desk Manager:

• Develops a thorough understanding of all Park District internal control and cash control procedures, financial transaction processing requirements, and POS/registration software in order to establish, maintain, and update Noble Center front desk operating procedures that comply with these requirements, utilize the point of sale software effectively, and provide excellent customer service.
• Schedules, supervises, evaluates, trains, coaches, and disciplines Recreation Secretary. Hires front desk staff or participates in staff selection processes as directed.
• Maintains records of hours worked by Recreation Secretary. Submits time worked and all other employment forms as required for payroll processing.
• Responsible for reconciling and reporting of all registration and other revenue or financial transactions as assigned daily.
• Responsible for training other facility and department employees in the operation of the POS/registration system and for reviewing/auditing the use of the POS/registration system by the front desk staff, facilities, and other departments/divisions to ensure compliance with established operating procedures and correct reporting of revenue to the departments that provide the service.
• Responsible for researching and answering questions from all PPD facilities and departments on the operation of the POS/registration system. Works with other departments to resolve any concerns or complaints associated with the POS/registration system or process.
• Responsible for responding to customer concerns or complaints concerning any aspect of the Noble Center front desk operations. Ensures all customers and the public are accommodated in an enthusiastic and cooperative manner.
• Utilizes the POS/registration system and daily operations experience to identify and analyze customer trends and to report findings with recommendations to appropriate departments/divisions.
• Works with appropriate staff to troubleshoot software and hardware problems and to implement/update software, payment processes, and hardware.
• Perform, in concert with the staff under your supervision, all duties required for the efficient operation of the front desk and effective service delivery to internal and external customers. This includes, but is not limited to, answering and screening phone calls, providing information to customers, receiving and announcing visitors, scheduling meetings and appointments, processing registrations and rentals, receiving payments, maintaining accurate records of all transactions, contacting participants for program changes and cancellations, processing refunds, preparing deposits, distributing payroll checks, and renting District facilities including, but not limited to, the Noble Center, park shelters, and Trewyn Pavilion.
• Responsible for maintenance of all recreation and front desk records, both paper and electronic, in compliance with Park District policy and regulatory requirements established for, but not limited to, confidentiality, retention, retrieval, and disposal.
• Achieve assigned financial objectives by preparing assigned budgets, tracking expenditures, analyzing variances, and taking corrective action as needed.
• Orders or directs the ordering of supplies as needed for the administrative functions provided by the recreation and front desk.
• Responsible for the operation and maintenance of the postage machine including calling for service, ordering supplies and postage, changing postage rates, and training staff on its use.
• Responsible for overseeing the administration, coordination, eligibility, and underwriting process of the District's scholarship program.
• Provides administrative support to staff as needed. This may include, but is not limited to, distribution of a variety of printed or electronic materials, maintaining and analyzing participation and program data, reviewing revenue and expense accounts to identify reporting errors and initiate corrections, auditing daily reports and/or AR transactions for other facilities, preparing and maintaining files for various types of correspondence, and recording and transcribing minutes for committee meetings.
• Follows all safety procedures that pertain to the duties performed. Support all aspects of the park district safety program.
• Performs other duties as assigned: which are reasonably related to the duties described; or which need to be performed promptly to avoid safety hazards or to protect Park District property; or which are not generally described in other job descriptions; or when the amount of work exceeds the availability of Park District employees within the appropriate job classification.

Essential Functions:

• Ability to manipulate computer keyboard, phone, and adding machine.
• Ability to bend at waist and knees in order to file.
• Ability to understand and complete record keeping and paperwork relative to job duties.
• Ability to lift up to 25 lbs.

Qualifications

Education: A bachelor's degree in Business Administration, Finance, Accounting, or a related field. Although a degree is required, extensive experience in a like position with similar duties and responsibilities may be substituted for all or part of the educational requirement.

Experience: A minimum of 2-4 years' experience in training and customer service. Experience with point-of-sale (POS) or registration system management is preferred.

Knowledge and Ability:

• Requires knowledge of business and management principles, human resource practices and procedures, and administrative processes.
• Treats people with respect; keeps commitments; maintains confidentiality; works with integrity and ethics.
• Requires the ability to maintain a high level of competency, with limited supervision, while working/managing the Recreation front desk and supervising staff.
• Requires the ability to make decisions, effectively organize and lead a team, and keep management informed of operational performance levels, present needs, and future trends.
• Exhibits sound and accurate judgment when making decisions; explains reasoning for decisions; includes appropriate people in the decision-making process and makes timely decisions.
• Ability to identify and resolve problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem-solving situations.
• Knowledge and skill in the use of software tools, databases, and communications techniques. Proficiency in MS Word, Excel, Outlook, and PowerPoint. Ability to develop a strong base of knowledge of point of sale/registration software and how all transactions are processed.
• Ability to be well-organized, self-motivated, and hard-working as well as being detail/deadline orientated; demonstrates accuracy and thoroughness; looks for ways to improve quality and quantity of work.
• Requires excellent interpersonal skills, and the ability to communicate effectively both orally and in writing.
• Personal Ability to be professional, respectful, accountable, innovative, to follow safety procedures, and be equitable to both internal and external customers.
• Must demonstrate reliability, initiative, tact, and resourcefulness.

Benefits and Perks

• Paid sick days, vacation days, and holidays.
• Longevity bonus program and wellness program.
• Pension and retirement programs and Social Security participating.
• Exceptional health plan.
• Paid Life Insurance.
• Disability Insurance.
• Full-time employees and dependents enjoy discounted recreation classes and free admission to select Park District facilities.

The Peoria Park District hires without regard to race, color, religion, sex, age, national origin, citizenship status, ancestry, sexual orientation, marital status, disability, pregnancy, military status or unfavorable discharge from military service, protected veteran status, or on the basis of any characteristic protected by law.

All qualified individuals are encouraged to apply.

AN EQUAL OPPORTUNITY EMPLOYER.