Administrative Manager - Parks and Recreation

With a high degree of independent judgment and discretion, performs administrative and office management duties for senior level executives/managers.  Performs administrative and office duties related to departmental management policies and general business operations.  The incumbent has frequent access to confidential and sensitive information and files.  Day-to-day contacts include persons within the City organization, community residents, state and federal agencies and other outside agencies.

1.    Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance evaluations.

2.    Coordinates, assigns and reviews work and establishes work schedules; maintains standards; monitors status of work in progress; inspects completed work assignments; answers questions; gives advice and direction as needed.

3.    Participates as a member of the hiring board for secretarial staff; coordinates and approves time off and scheduling; evaluates skills and abilities; coordinates training and develops a professional growth curriculum for the secretarial staff. 

4.    Consults and reviews materials with department leadership, support staff, and other members of the department to ensure completeness and accuracy of information. 

5.    Receives and screens telephone calls, letters and/or visitors; acts as gatekeeper for department leadership by personally handling problems, questions and complaints from employees or citizens of a less technical nature; answers routine questions and furnishes information whenever possible and efficient.

6.    Attends meetings as required; prepares and distributes related paperwork to all pertinent parties; maintains files of notes made during meetings attended. 

7.    Composes, types, and edits correspondence and memoranda using a variety of office and word processing equipment; routes and answers routine correspondence not requiring attention of department leadership.

8.    Schedules appointments; coordinates arrangements for meetings and  conferences, establishing meeting time, location and contacts attendees. 

9.    May make travel arrangements and prepare travel requests for training using the department budget guidelines. 

10.    Researches, compiles and arranges administrative and statistical data; prepares reports on assigned projects, gathering necessary information and summarizing data. 

11.    Prepares special reports as required, gathers necessary information and summarizes data and findings. Directs organization and maintenance of departmental files including correspondence, minutes, contracts and projects. 

12.    Oversees purchasing of office supplies and equipment for the department and monitors expenditures to ensure each division stays within the parameters of the budget; ensures administration staff members have needed office supplies to function properly.

13.    Ensures department records, correspondence, and documents are accurately and professionally prepared and filed in accordance with city, state and federal policy and procedures; directs organization and maintenance of departmental files including correspondence, minutes, contracts, and projects. 

14.    Ensures accurate and complete information is tactfully communicated to the appropriate individual/group members to assist them on a project, resolve a complaint, or conduct the day-to-day business.  

15.    Operates computer terminal and printer or other common office equipment for data storage and retrieval, including Laserfiche.  

16.     Reviews and approves payroll for direct reports, along with scheduling holidays and vacations. 

17.    Performs related duties as directed when such duties are a logical and appropriate assignment to the position.

18.    Regular and timely attendance are required for this position.

19.    Interacts professionally and respectfully with the public, coworkers and others in the course of daily work.

When assigned to the Parks and Recreation Department:

1.    Organizes and communicates Director's instructions and desires to various individuals and/or department managers.

2.    Coordinates and acts as liaison with multiple divisions included in the Parks and Recreation Department, such as CIP/Planning, Recreation, Aquatics, Active Adults, Athletics, Special Events, Parks and Lake Parks.  

3.    Manages credit card reports for the Department, acts as the front line liaison to the public for information about parks, trails, facilities, programs, events, directions, special reports, initiates Special Event permits, maintains the Homeowners Association list, and handles citizen’s complaints as needed.

4.    Receives and receipts city revenues from various sources (for example, Special Event permits, living legacy trees, donations, and sponsorship checks) and must be familiar with appropriate accounting codes as necessary to properly receipt funds.

5.    Organizes agenda, meeting attendees and absentees, food, and takes minutes for Park Board Meetings.  

6.    Organizes and maintains Director's office files including correspondence, records, etc., and follows up on pending matters.

7.    Ensures proper documentation and reporting of departmental purchasing cards.

SKILLS, KNOWLEDGE AND ABILITIES 

•    Requires sound judgment in the development and application of policy to individual situations and the ability to apply policies fairly and consistently.  

•    Requires an acceptable level of proficiency on skills tests to include keyboarding, proofreading, grammar, spelling, and editing using Word and Excel software. 

•    Requires knowledge of principles and practices of record-keeping and report preparation. 

•    Ability to maintain cooperative working relationships with employees and those contacted during work.

•    Ability to participate in developing and administering department goals, objectives, and procedures. 

•    Ability to analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals. •    Research ability, analyze and evaluate new service delivery methods and techniques.

•    Skill in interpersonal relations, conflict resolution, and maintaining effective working relationships and with employees in other departments.

•    Must have excellent verbal and written communication skills.

•    Must have strong analytical skills.

•    Must be comfortable working outside the comfort zone with a willingness to learn.

•    Must be a team player who can work in a fast-paced environment with deadlines.

•    Ability to provide excellent customer service, including a desire to help customers regardless of their circumstances.

•    Ability to work independently and with minimal supervision.

•    Must have the ability to learn additional applications as they are applied to our working assignments.

•    Must have advanced knowledge of Microsoft Office suite and basic accounting skills. 

•    Requires acceptable level of proficiency on skills test to include keyboarding, proofreading, grammar, spelling and editing using Word and Excel software. 

•    Requires excellent organizational and communications skills and the ability to prioritize work are essential to ensure coordination and efficiency.

•    Requires significant independent thinking and reasoning.

EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS 

Two years of college plus six years of secretarial and administrative experience or an equivalent combination of education, training and/or experience that provides the required knowledge, skills and abilities to perform the essential functions of the job. 

Supervisory experience preferred. 

Must have the ability to pass a typing test (minimum speed varies depending on the department), computer, and language arts skill tests (may include Basic Excel, Basic Word, Proofreading, Spelling, Spreadsheet, and Editing/Formatting depending on the department).

Must pass a credit check, Federal/National criminal background check and have a valid Texas driver’s license with an acceptable driving record as defined by City policy.

Must pass a pre-employment drug screen.

WORKING CONDITIONS 

While performing the essential functions of this position the employee is rarely exposed to disagreeable environmental factors.

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 essential functions of this job the employee is regularly required to perform light to medium work that involves walking or standing, use the computer keyboard and mouse, use hands to finger, handle, or feel, reach with hands and arms, talk and hear, stand, walk, and stoop, or crouch.  This position requires occasionally lifting and/or moving up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.  This job requires the ability to work in an office environment where the noise level is usually moderate.

The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. They are not intended to be an exhaustive list of responsibilities, duties and skills required. This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and the job requirements change.

Salary : $62,288 - $90,317