Administrative Specialist - Recreation

Actively supports and upholds the City’s stated mission and values.   Duties range from the most routine and repetitive to the most complex of administrative support tasks requiring incumbents to take initiative, make judgment calls, and make decisions for the functions/processes for which they are accountable.

 The Administrative Specialist is responsible for a broader range of duties with more flexibility in making decisions and carrying out tasks (within prescribed procedures) for all functions within the work unit. 

ADMINISTRATIVE DUTIES

• Supervisory: This job does not have formal supervisory responsibilities.
• Budgetary: This job does not have budgetary responsibilities but carries out day-to-day activities within approved budget including billing, reconciliation, assisting with membership payments, and assisting with daily cash deposits for all Recreation programs and facilities as needed.
• Strategic Planning: This job does not have strategic planning responsibilities but carries out day-to-day activities in order to reach the stated goals and objectives.
• Policies/Procedures: This job carries out day-to-day activities in accordance with established policies and procedures.
• Compliance: This job carries out day-to-day activities in accordance with Federal, State, and Local laws, rules, and regulations as well as City policies and procedures.
• Council Communications: This job carries out day-to-day activities in accordance with Council’s adopted priorities and direction.
• Reporting: This job may assist with grant submissions and reporting, but otherwise does not have duties related to reporting to Federal/State/Local agencies.

• Provides excellent customer service to both internal and external customers.
• Provides technical customer service support to other departments, staff, and the general public.
• Creates and maintains various confidential records, files, and databases requiring compilation of varied information.
• Prepares letters and reports from dictation, rough draft, or transcription to include proofreading for accuracy, completeness, spelling, and punctuation.
• Maintains and is responsible for all filing and purging of materials relating to the department or division.
• Responsible for proper and timely processing of time sheets, payroll, purchase orders, personnel action forms, budget preparation, labor distribution reports, or any other procedural forms required by other departments or divisions.
• Answers written and oral inquiries of a routine nature.
• Provides secretarial and clerical support to administrative staff to include preparing, drafting, and proofing various reports, letters, and other correspondence; attending meetings and taking minutes; and answering the telephone.
• Receives, sorts, and distributes a variety of correspondence, records, and information to appropriate personnel and the general public.
• Files documents alphabetically, numerically, or by other prescribed methods.
• Processes a variety of forms and paperwork, using established procedures.
• Types, data enters, or word-processes a variety of technical documents; compiles data and prepares reports.
• Assembles and compiles a variety of data from office records for incorporation into reports; prepares various reports, including grant reporting of a routine nature as needed.
• Monitors and maintains office supplies, business forms, and/or application forms.
• May lead staff to include assigning and monitoring work and providing direction.
• Takes minutes of commission or board meetings and prepares the minutes in official form.
• Responsible for monthly production reports, statistical reports, or other regularly scheduled reports.
• Responsible for preparing travel advances and travel reconciliation. May be responsible for coordinating travel arrangements.
• Responsible for approving applications for discounted program participation and corresponding with applicants to the Parks and Recreation Scholarship Program. Maintains the approved Scholarship Program list and disseminates to Recreation staff.
• Responsible for routine upkeep and changes to recreation database software (currently RecTrac), including working with the vendor to answer questions and troubleshoot problems. Also responsible for maintaining online registration offerings, in cooperation with Recreation staff. 
• Assists staff on use of recreation database software as required. 
• Responsible for processing refunds of facility rental deposits or other program refunds, in cooperation with program staff.
• Responsible for routine maintenance of Parks and Recreation website pages including regular review for needed updates, enhancements, and viewability by the public.
• May assist with social media posting and content management, in cooperation with program staff.
• Responsible for reconciliation and reporting of daily cash, credit card, and other deposits in cooperation with program staff. Works with the Finance Section and program staff on discrepancies or other deposit issues that require research.
• May assist with management of memberships, payments, and billing (including installment billing) by communicating with members regarding their status, and issues relating to non-payment.
• May assist with community event set-up including running booths, helping participants the day of events, and cleaning up after the event. 
• Other duties as assigned.

• High School Diploma, or General Equivalency Diploma.
• Three years of progressively responsible office experience. 
• Or any combination of education, experience, and training equivalent to the above Minimum Requirements. 

• Experience with Parks and Recreation programming and/or software.
• Experience with social media and/or website maintenance in a professional setting.
• Experience working on grants including grant research, basic data input, and routine reporting.

• Must possess, or obtain upon employment, a valid Arizona driver’s license.
• Regular attendance is an essential function of this job to ensure continuity.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES (ILLUSTRATIVE ONLY)

Skills (position requirements at entry):

• Using computers and software application programs;
• Filing;
• Typing;
• Providing customer service;
• Preparing a variety of reports;
• Prioritizing work and performing multiple tasks;
• Maintaining various databases;
• Maintaining various records and files;
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction;
• Maintaining various confidential records;
• Handling money and reconciling cash deposits.
• Investigating discrepancies in deposit balances.
• Assigning and monitoring work 

Knowledge (position requirements at entry):

• Basic filing and recordkeeping principles;
• Modern office procedures;
• Customer service principles;
• Inventory maintenance principles;
• Basic math;
• Spelling and grammar principles;
• Database management principles;
• Leadership principles;
• Basic accounting principles.

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS

• While performing the duties of this job, the employee is frequently required to sit, use hands to finger/handle/feel, talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms.
• The employee must frequently lift and/or move up to 10 pounds.
• Vision requirements for this position include close vision, and may include distance vision, peripheral vision, and the ability to adjust focus. 
• Working conditions include occasional exposure to outdoor weather conditions. 
• The noise level in the work environment is usually moderate.

Salary : $19 - $29