Parks & Recreation Administrative Supervisor

General Purposes Provides a variety of both routine and complex clerical, administrative and technical work in support of the Parks & Recreation Department. Assist in the daily office management and may assign and direct key personnel. Assist the Director in the daily activities of the department. Supervision Received Works under the immediate supervision and receives direction from the Parks & Recreation Director. Reporting Structure City Manager Director Administrative Supervisor Supervision Exercised Supervises over clerical, temporary and volunteers or any and all staff in the department as directed. Essential Duties and Responsibilities Preparation of draft letters and reports from verbal instructions. Preparation of agendas and minutes for the Parks & Recreation Commission. Gathers, interprets, and prepares data for reports; coordinates activities with other departments and agencies as needed. Coordinates special projects as assigned by the Director. Assists Director in preparation of budget materials. Prepares a variety of studies, reports and related information for decision-making purposes; conducts research analysis, and prepares regarding proposals for programs, grants, services, budget, equipment, etc. Provides administrative assistance to the Director in meeting management; assembles background materials, prepares agendas, and records action items for various meetings. Prepares drafts, presentations, resolutions, ordinances, proclamations, contracts administrative policies, etc., as assigned. Investigates and follows-up on citizen/colleague’s requests for service, complaints and requests for information. Assists in the development/proofing of notices, flyers, brochures, newsletters, media releases, news articles, and other informational materials about programs and services. Sorting and distributing incoming mail and taking appropriate action. Receive telephone calls and visitors. Answers routine inquiries or takes messages, as appropriate. Maintain office filing system. Fulfill office supply needs for the department. Processes/maintains departmental personnel records which include but not limited to hire ins, terminations, performance appraisals, time entry, time sheets etc. Responsible for inputting data and operating current registration/reservation system. Processes department’s accounts payable and receivable. Oversee the preparation of daily deposits. Front office relief in absence of personnel. Adhere to all departmental and company policies and procedures and participate in all departmental training and development courses. Peripheral Duties Prepares correspondence; makes reservations and travel arrangements for meetings; seminars, conventions and conferences. Attend seminars and workshops related to administrative duties and responsibilities. Operates city vehicle to run city related errands. Attend monthly emergency operation response meetings/trainings when directed. Lead administrative support in the event of a natural/chemical emergency. Participates in one or multiple committees. Desired Minimum Qualifications – Education & Experience Associate's degree in business related area of study preferred; equivalent educational or training courses for Administrative Professional accepted. Minimum 5 year of administrative support to executive level staff. Experience in municipal government or other government agencies preferred. Several years of experience may be considered in-lieu of education or training requirements. Necessary Knowledge, Skills and Abilities Excellent writing skills. Excellent knowledge of proper grammar and punctuation. Skill in proofreading documents. Thorough understanding of business protocol and etiquette. Excellent organizational skills. Interpersonal skills that provide an ability to interact effectively with individuals of varying socio-economic backgrounds, roles and responsibilities. Ability to establish and maintain effective working relationships with employees, supervisor, Department Heads, City Administration, Council members, Mayor and the public. Be familiar or have the ability to become familiar with all city, state or other codes as they relate to the Parks & Recreation Department. Ability to issue both written and oral directives to other personnel in the department. Ability to complete assigned task under the pressures of time and an extreme workload. Applicants should have the ability to multi-task several projects due at the same time. Special Requirements Past managerial experience directing the activities and responsibilities of other personnel would be a plus. Certification or ability to be certified in NIMS, National Incident Management Systems. Tools and Equipment Used Computer and standard office software, including word processing, spreadsheet, database, and related applications; telephone; multifunction printer/copier/scanner; digital camera; and other standard office equipment and technology. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls; reach with hands and arms. The employee is occasionally required to walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. Selection Guidelines Formal application, rating of education and experience; questionnaire, oral interview and reference check; job related tests may be required. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. #J-18808-Ljbffr City-of-Deer-Park