Administrative Coordinator - Parks and Rec

Description

We believe that outdoor spaces and recreation bring vibrance to any community. The Park and Recreation Administration department creates a better tomorrow by supporting the divisions that enrich the quality of life for our community and visitors.

In our department, the City’s values look and sound like . . .

• Utilizing the individual strengths, skills, abilities, and backgrounds present on our team while learning from one another
• Working as a team—we share the workload and support others when they need it
• Providing positive and respectful communication that is clear and consistent in a timely manner so that we’re all on the same page

• Listening and engaging with organizations throughout the community
• Building and maintaining trusting relationships with partners
• Providing equitable offerings that meet the diverse needs of the community
• Serving and welcoming all
• Taking care of the equipment, facilities, and resources we have
• Spending taxpayers’ money and using city resources wisely, efficiently, and effectively

• Striving to provide a red-carpet experience for programs through high-quality marketing and communications
• Taking satisfaction in the public’s utilization and enjoyment of our services and facilities
• Celebrating our work
• Focusing on continuous improvement to ensure we meet the ever-changing needs of the community
• Providing creative solutions and measurable results

Duties / Responsibilities

WHAT YOU'LL DO:
Administrative Coordinators are responsible for performing a broad range of work ranging from routine to specialized office/customer service support. Responsibilities may include managing calendar for department director; creating department budget estimates; coordinating vendor procurement contracts; handling escalated customer service requests requiring advanced knowledge, experience and independent initiative; processing procurement, and human resources transactions; maintaining records; conducting research and synthesizing data; administrating department trainings; providing information to the public regarding legal procedures; explaining department policies, procedures and regulations; coordinating travel reservations and logistics for department head; and/or providing specialized administrative support to senior staff and logistical support for programs.

This level may be responsible for supervising staff or providing technical lead direction; however, the majority of time is spent performing specialized program support duties as assigned.

Specifically as an Administrative Coordinator you will...
1. Provides advanced and specialized administrative support to a department, an executive, committee or board, which may include; administrating department training; maintaining calendars; scheduling and coordinating appointments, meetings, activities or events; attending meetings and taking notes.

2. Composes, edits, and reviews a variety of standard or specialized correspondence, reports, documents, applications, forms, violations, memos, and other applicable materials.

3. Coordinates steps of assigned operations and communicates with vendor, City departments, citizens, etc. to schedule and plan steps, this includes responding to requests for information, in person, via e-mail, and over the phone; provides and explains department policies, procedures and regulations.

4. May prioritize and assign work to lower level staff; monitor the performance of lower level staff; and train staff on work methods and procedures.

5. Organizes and maintains files, such as creating and maintaining confidential department/employee files; files documents alphabetically, numerically, or by other prescribed methods.

6. Creates purchase orders; orders and maintains office inventory and supplies, may prepare and deposit checks.

7. Performs other duties of a similar nature or level.

Qualifications

ABOUT YOU:

A successful candidate will have some or all of the following ...

A High school diploma or G.E.D.; 4 years administrative support or related experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Knowledge of:

• City programs and services;
• Applicable Federal, State, and local laws and regulations
• Department procedures and processes;
• Customer service procedures and processes;
• Report preparation procedures and processes;
• Filing procedures and processes;
• Office procedures and equipment;
• Computers and applicable software applications.

• Applying applicable Federal, State, and local laws and regulations;
• Processing information utilizing established procedures;
• Preparing correspondence, memos, and/or other related information;
• Assembling and organizing data and information;
• Providing customer service;
• Maintaining records and files;
• Operating computers and applicable software applications;
• Applying communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction.

Hours of Work/Physical and Mental Demands

NOTE:

• This is a full time position. Monday - Friday 40 hours per week. Schedule will vary based on need.
• To view the full job description including position specifications and physical demands click here.