Operations Administrator

DEPARTMENTAL PROMOTIONAL ONLY FOR THE DEPARTMENT OF PARKS AND RECREATION. ONE CURRENT VACANCY. 35 HOURS PER WEEK Under general supervision, performs highly skilled operational management and administrative work requiring advanced knowledge, independent judgment and responsibility for significant departmental operations, personnel, contracts and partnerships. Work involves providing direct supervision and operational oversight of the Leisure Services Manager and, through that position, oversees the administration of recreational classes, enrichment programs, camps, specialty activities, special events, facility rentals and other assigned Leisure Services functions; managing and coordinating complex departmental administrative functions including budget monitoring, purchasing and procurement, contracts and Cooperative Endeavor Agreements, personnel actions, payroll coordination, financial processes and departmental systems. The position works with considerable independence and regularly coordinates with City departments, employees, supervisors, contractors, vendors and community partners to ensure departmental operations are carried out efficiently and in accordance with City policies, contractual obligations and applicable requirements. Reports to the Director of Parks and Recreation. ESSENTIAL JOB FUNCTIONS Provides direct supervision and operational oversight of the Leisure Services Manager, including establishing priorities, monitoring performance and program operations, providing guidance and direction, and ensuring assigned Leisure Services programs, special events, facility rentals and partnerships are administered in accordance with departmental objectives, City policies, contractual requirements and approved budgets. Coordinates work involving City departments, employees, program supervisors, contractors, vendors and community partners and is responsible for monitoring compliance with applicable contracts, agreements, policies and City procedures. Supports Executive Coordinator with daily payroll data to the computerized time clock from employees via electronic mail from divisions under their supervision to include Leisure and Maintenance. Oversees the payroll documentation of all Leisure Services employees and Maintenance staff. Oversees budget preparation and tracking as well as Cooperative Endeavor Agreement execution for programs to include: Kenner Cheer teams, Kenner Dance teams, and Adaptive/Special Needs programs. Manages and assists in daily purchasing requests for departmental divisions of Maintenance and Leisure Services; prepares specifications for bids and legislation of Ordinances and Resolutions as deemed by Purchasing guidelines for related department divisions under Leisure Services and Maintenance. Manages and assists in preparing daily payables, check requests, and deposits as needed related to assigned department divisions; maintains records; calculates and prepares documents for team travel requiring approval from the Director. Manages purchases for departmental vendors under assigned division. Coordinates the preparation of departmental contracts related to Leisure Services. Coordinates, prepares and maintains Personnel Actions forms for employees such as hiring, disciplinary actions, promotions, and terminations. Produces memorandums for department as requested; maintains signed Civil Service documentation upon directive of supervisors. Manages and coordinates departmental Cooperative Endeavor Agreements and other partnerships, including monitoring contractual requirements, coordinating with partner organizations, maintaining required documentation, and ensuring departmental obligations and deliverables are completed in accordance with agreement terms and City requirements. Assists with providing inventory information to the Recreation Maintenance Division for inventory control purposes. Answers department telephones; directs incoming calls accordingly. Manages the department’s centralized registration system (Civic Rec). Prepares First Injury documents for screening when an employee has an accident; authorizes and takes to clinic for immediate care or alcohol and drug screening as required. Prepares insurance documents for any injury on the playground; communicates directly with guardian or parent; handles paperwork with Insurance Division of the Personnel Department. Communicates with the public relative to providing information as needed daily. Processes departmental mail as needed. Receives and/or reviews various records and reports such as electronic mail, purchasing site, check site, payroll form, and United States Cheer Association. Prepares and/or processes various records and reports such as Personnel Action forms, payroll, contracts, legislation, Ordinances and Resolutions, and purchase orders. Refers to job description, and maintains compliance with personnel handbook, electronic mail, Purchasing manual, departmental policy guidelines, codes / laws / regulations, publications and reference texts, etc. to ensure compliance. Operates a vehicle and a variety of office equipment such as a computer, printer, calculator, telephone system, copy machine, etc. Uses a variety of tools such as stapler, standard office tools, etc.; a variety of supplies such as Personnel Action forms, volunteer coaches forms, catalogs, coaches data forms, general office supplies, etc.; and a variety of computer software such as Microsoft Office, Internet Explorer, Microsoft Outlook, Munis, etc. Manages purchasing and procurement activities for assigned departmental operations, including development of specifications, coordination of competitive procurement requirements, preparation of supporting legislation, vendor coordination, expenditure monitoring, and compliance with City purchasing procedures. ADDITIONAL JOB FUNCTIONS Assists with responsibility for Executive Coordinator, in their absence. Assists with maintaining the incident report files for department division; types reports when the situation deems necessary; forwards reports to Personnel as per guidelines of the City. Works with the public/community on providing informative information relative to programs, centralized registration procedures, and disbursing office documents when deemed necessary. Works with Athletic Coordinators for various programs administered by the department; works with sporting events when deemed necessary. Administers minor first aid should an accident occur. Types work orders for recreation facilities and any possible liabilities as reported by a supervisor; disseminates to Assistant Director as per instructions. Compiles and prepares new employee packets as required by Director. Assists as needed for facility rental. Picks up and distributes weekly payables from Finance. Performs general administrative/office duties as required, including typing reports and correspondence, entering and retrieving computer data, copying and filing documents, sending and receiving faxes, answering the telephone, establishing and maintaining filing systems, etc. Performs other duties as required. THIS IS A DEPARTMENTAL PROMOTIONAL ONLY POSITION. YOU MUST BE A CURRENT, PERMANENT EMPLOYEE WITH THE DEPARTMENT OF PARKS AND RECREATION TO BE CONSIDERED. Requires a High School diploma supplemented by 10 or more years of responsible administrative experience; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities. Must possess a valid driver’s license. NON-COMPETITIVE - All candidates determined to meet or exceed the minimum qualification requirement will be certified to the department with the current vacancies for possible interview. Note: The City of Kenner is an Equal Opportunity Employer The Kenner Civil Service Department posts current examination announcements at its office and on its online application website. Job applications may be filed only when an examination is announced. It is important that you include your entire employment history including periods of unemployment on your application, plus any relevant education and experience. Applications may be rejected if incomplete. Some job postings have an application deadline; others are open on a continuous basis until a sufficient number of applications have been received. Applicants who are interested in jobs that are not currently open for application may complete a job interest card which may be filed with the Kenner Civil Service Office at any time. DELAY IN THE MAIL: The Kenner Civil Service Department cannot accept responsibility for failure of the applicant to receive an admission slip to an examination, or for failure of the Department to receive material mailed by the applicant. VETERANS PREFERENCE in examinations will be granted only to those persons who provide proof of military service during covered periods and who are found to be eligible. The Kenner Civil Service Department does not discriminate on the basis of disability in the admission or access to, or treatment or employment in its programs or activities. Therefore, reasonable accommodations will be provided to allow access to the Department's programs and activities for individuals with disabilities unless such accommodations would result in undue hardship. Auxiliary Aids such as readers, , and large print material or other aids are provided for individuals requesting such accommodations under provisions of the Americans with Disabilities Act. DISCLAIMER: This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice. #J-18808-Ljbffr