Administrative Specialist I (Park Permits Specialist) (10797, Grade 18)

Description

The Maryland-National Capital Park and Planning Commission, Prince George's County, Department of Parks and Recreation, a nationally recognized and award-winning parks department, is seeking an Administrative Specialist I in our Youth and Countywide Sports Division.

The Youth and Countywide Sports Division focuses on providing athletic opportunities for county residents and establishing a convenient, streamlined one-stop shop for all youth sports programs in the county. The new division is dedicated to creating healthy communities by increasing the health and wellness benefits available through its programming and making it easier for youth to engage in athletics. A primary objective of this division is to contribute to healthy youth by providing a seamless sports experience for kids and connecting parents and coaches with opportunities to advance this initiative.

The Administrative Specialist I will be responsible for performing administrative support duties and assist with supporting the Assistant Division Chief and the Park Property/Permitting Manager with performing a variety of duties and tasks with day-to-day functions, conduct research, analysis, and execution of short and long-range projects.

The successful candidate must have a strong work ethic, be highly motivated, possess strong written and verbal communication skills, organized, flexible, excellent external and internal customer service skills, and be able to keep pace with a varied work program and work with a diverse team. This position will report to the Park Property/Permitting Manager.

Examples of Important Duties

• Under general supervision, provide administrative support to the Assistant Division Chief and the Park Property/Permitting Manager, including scheduling meetings, preparing correspondence, memoranda, and reports on their behalf.
• Compile various monthly and quarterly reports for the Assistant Division Chief and Park Property/Permitting Manager.
• Conduct ongoing reviews and provide usage statistics, demographics, and other data as it relates to athletic field/gym usage to the Assistant Division Chief and Park Property/Permitting Manager.
• Monitors administrative processes to ensure conformance with policies and procedures.
• Daily usage of RecTrac/Parks Direct to reserve athletic fields, generate, and issue field permits, secure and process rental payments.
• Internal coordination with Department Divisions including but not limited to Area Maintenance, Park Police/Rangers, Maintenance and Development and the public to prepare responses to questions, inquiries and attend bi-monthly meetings with YCSD Division staff and maintenance staff.
• Create and maintain a variety of excel and word spreadsheets, to include spring and fall allocation spreadsheet, list of user groups with contact information and list of fields permitted, and spreadsheet for fall unlit field requests.
• Work with Sports Programmers to schedule internal programs and events for spring/fall field usage.
• Works closely with other M-NCPPC Departments relating to field usage, accounts receivable and other documents associated with the field permits.
• Drafts revisions to permitting guidelines and business processes, prepares procedural manuals and reports.
• Supervision and oversight of the administration of field permits by receiving and processing requests for reservations.
• Respond to all inquiries as it relates to the rental of athletic fields and use of Park facilities for external and internal customers.
• Work with the Park Property/Permitting Manager to facilitate the use of county parks and recreational facilities used by external and internal customers.
• Assist as needed with special projects and updating processes (special events, boys, and girls club).

Desirable Knowledge, Skills and Abilities:

• Highly preferred knowledge, skills, and abilities with utilizing Rec Trac system or a similar application.
• Ability to establish and maintain effective working relationships with employees, public officials, community leaders, other departments, and the public.
• Strong project management skills
• Ability to balance multiple requests and deadlines simultaneously.
• Exceptional customer service skills to manage interactions with staff, citizens, all levels of management and senior officials to provide information, gather data, and prepare reports.
• Experience with scheduling meetings, answering, and directing inquiries.
• Ability to rely on experience and judgment to plan and accomplish goals and a wide degree of creativity to solve problems.
• Expert knowledge of Microsoft Office Suite (Outlook Word, PowerPoint, Excel) and Adobe Acrobat

Salary commensurate with experience.

Minimum Qualifications

1. Bachelor's Degree in Human Resource Management, Finance, Business or any related field.
2. One (1) year of experience in human resource management, finance or any other related area of business administration.
3. An equivalent combination of education and experience may be substituted, which together total 5 years.

Supplemental Information

Classification Specification Administrative Assistant I

May be subject to drug and alcohol testing.

The Maryland-National Capital Park and Planning Commission (M-NCPPC) is an Equal Opportunity Employer. We celebrate a workplace culture of diversity, equity and inclusion without discrimination or harassment on the basis of race, color, religion, sex, age, national origin, sexual orientation, marital status, disability, genetic information, gender identity, or any other non-merit factor.