OPERATIONS COORDINATOR

Job Description

Job Description

PARKS & RECREATIONJOB SUMMARY

The Operations Coordinator performs technical, administrative, and professional work with the planning

and coordination of municipal operations. The incumbent’s work entails dealing with political, confidential, and sensitive issues requiring a high degree of discretion, tact, and professionalism.

ESSENTIAL JOB FUNCTIONS

• Provides administrative support and performs a variety of clerical and administrative functions for the department, including direct support to the Director and department leadership to ensure efficient daily operations.
• Processes invoices and ensures timely payments to vendors; reconciles accounts payable transactions; and addresses discrepancies or payment issues, including balancing supplier statements and responding to vendor inquiries regarding payments and reimbursements.
• Balances and records cash and credit card receipts and coordinates with the Finance Department to ensure accurate general ledger coding and financial compliance.
• Assesses departmental needs and coordinates the procurement of supplies and equipment; completes purchase orders in accordance with purchasing policies; monitors inventory levels; and reorders supplies as necessary to maintain adequate stock.
• Collaborates with the Operations Manager to compile data and prepare reports for the annual budget; prepares monthly budget reports, monitors expenditures, and assists in analyzing budget variances to identify cost-saving opportunities or operational improvements.
• Performs general administrative tasks such as filing, data entry, correspondence, and record maintenance; ensures accurate documentation related to accounts payable, procurement, payroll, and budget reporting; and assists in audits or reviews as required.
• Verifies, audits, edits, and prepares bi-weekly payroll submissions to ADP payroll processing and maintains accurate payroll records in accordance with established procedures.
• Prepares and types a variety of routine and special reports, including annual seized asset reports and other operational or financial reports, handling confidential and sensitive information with discretion.
• Coordinates meeting and training logistics for parks staff, including travel advances, meeting and hotel registrations, and training selections.
• Applies for and manages grants as assigned, ensuring required documentation, reporting, and compliance standards are met.
• Works closely with other departments, division managers, and team members to support cross-functional initiatives, address operational needs and concerns, and contribute to the smooth delivery of recreational programs and facility operations.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

Requires a Bachelor’s Degree in Public Administration, Public Policy, Business, Economics, Communications, or a related field; two (2) years of local government experience or an equivalent combination of education and experience.

CERTIFICATION, LICENSE, AND SPECIAL REQUIREMENTS

Requires a valid Georgia Driver’s License.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of the activities and functions of municipal government.
• Knowledge of public information and public relations techniques.
• Skill in accurate verbal and written communication.
• Skill in presentation.
• Ability to learn, understand, and apply the concepts, practices, and procedures of the department.
• Ability to pay close attention to details.
• Ability to handle several projects simultaneously.
• Ability to plan, organize, and promote municipal activities, special events, and other programs.
• Ability to evaluate effectiveness of program activities.
• Ability to analyze and organize data and prepare records and reports.
• Ability to understand and follow quickly regarding verbal and written instructions.
• Ability to prepare clear and concise reports and maintain accurate records.
• Ability to maintain alphabetical and chronological files.
• Ability to work independently without specific instructions.
• Ability to establish and maintain effective working relationships with City employees and work in a collaborative manner with others at various levels within the organization.
• Ability to deal with the public in an effective and courteous manner and provide excellent customer service.

PHYSICAL DEMANDS

The work requires medium physical effort and involves regular use of hands and fingers for feeling, fingering, grasping, and handling; sufficient hearing and speaking ability for effective communication; visual acuity for reviewing financial, administrative, and operational records; and mental acuity for analysis, problem-solving, and attention to detail. The work also requires reaching, pushing, pulling, repetitive motion, talking, and walking as necessary to perform administrative and operational duties.

WORK ENVIRONMENT

The work is typically performed in an office or administrative setting within a dynamic organizational environment that requires adaptability, sensitivity to change, and responsiveness to evolving goals, priorities, deadlines, and operational needs.