PARKS AND RECREATION SPECIALIST - ACCOUNTS PAYABLE

Administrative Assistant

This is responsible administrative work in the Parks and Recreation Department.

Work involves performing technical and administrative tasks. Considerable independent initiative and judgment is exercised in conformance with standard policies and procedures. Work is reviewed by an administrative superior who assigns work, assists in difficult areas, and evaluates performance for technical quality and thoroughness.

Employees are hired as AT WILL employees that serve at the pleasure of the City and may be terminated at any time with or without cause.

Prepares complex administrative reports, correspondence and internal memorandums; types letters, emails, reports and forms; composes routine correspondence and statistical data.

Generates and closes out work orders for the Parks and Recreation Department; conducts file maintenance in work order system.

Coordinates various programs within the department based on operational needs: obtains inspection reports and photographs; electronically files reports; generates work order for repairs. Assists with maintaining Recreation Software Program (RecTrac) and department Volunteer program.

Functions as a customer service liaison between customers and new line department staff; tracks complaints and resolves issues through appropriate department channels.

Acts as receptionist, answer telephones, explain functions and services of the department; direct callers to proper persons or officials, provide non-technical or routine information; initiates special event request and routes work order requests if warranted.

Conducts research as requested; collects data from a variety of sources; analyzes data, produces reports utilizing various databases; makes decisions in accordance with established polices and procedures

Serves as a liaison on human resources and payroll services for all department employees, providing information and assistance to staff and supervisors regarding personnel related documentation, policies, procedures, and processes.

Assist with accounts payable, balancing and depositing City funds, Billing, reviewing accounts for the departments multiple divisions ( Parks, Recreation, Aquatics, Tennis & Golf).

Maintains detailed and accurate records for regulatory agencies (i.e. FEMA, NPDES, NRPA, etc..).

Executes purchase orders authorized by the department director.

This position does not have final procurement authority

Performs other related duties as assigned by department Administrative staff

Considerable knowledge of modern office terminology, methods, practices and procedures.

Working knowledge in the use of MS Word, Excel, and Outlook is essential.

Knowledge of the City organization, procedures and functions.

Must maintain good interpersonal and communication skills to deal with public.

Must be able to speak, write, and comprehend English language.

Ability to prepare routine documents and compose letters, emails and memoranda.

Ability to maintain confidentiality. Ability to prioritize work assignments and to work independently.

Ability to understand and carry out instructions and to complete work assignments correctly.

Ability to make decisions in accordance with the rules, regulations and policies and apply these to work problems.

Ability to receive the public; make minor decisions to relieve the schedule of their supervisor with administrative ability.

Ability to establish and maintain effective working relationships with employees, supervisors, government agencies, and the general public.

Ability to deal with other people with great tact, poise, patience and courtesy.

DESIRABLE EXPERIENCE AND TRAINING:

High school diploma or GED; supplemented by two (2) to three (3) years of progressively responsible experience in administrative support work, demonstrating excellent organizational skills and skilled use of various modern business computer applications; or any equivalent combination of education, training, and experience which provide the requisite knowledge, skills, and abilities for this position.

This is a designated "Recovery" classification in the City's Emergency Operations Plan and will require the employee occupying this position to work for declared emergencies. Attendance at National Incident Management System (NIMS) training at the appropriate level is mandatory.