Administration Specialist​/Leisure Services

Reports To: Director and Assistant Director

FLSA STATUS: Non-Exempt

CLASSIFICATION: Personnel System - Requires satisfactory completion of a six-month probationary period.

PAY GRADE: 114

SAFETY SENSITIVE: No

The purpose of this job (formerly the Department Administrative Assistant III) is to manage the administrative aspects of the department, including website administration, supervising the processing of payroll, onboarding and separations for over 100 Part-Time No Benefits positions, onboarding and separations for over 150 Part-Time Seasonal positions annually, administrative account tracking, supervision of the Administrative Assistant I and Park Assistant within the Administration Division, preparing and processing correspondence and other documents;

maintaining files, appointment calendars, and financial or other related reports or documents; performing research functions; acting as a liaison between department, government, public and other parties; supervising the work of other employees within the department; facilitating communication and workflow between the Director and other departmental staff, special events coordination, and other related duties. Duties and responsibilities include, but are not limited to, tracking and maintaining department goals, utilizing information system for reporting financial and programmatic data, receiving and facilitating the flow of sensitive and confidential files;

accessing various department databases to obtain information needed for the Director to respond to citizen inquiries; notarizing documents; and performing additional tasks as assigned.

Work Schedule:

Monday - Friday 8:00 am to 5:00 pm. Weekends and evenings to help with Special Events and registration days.

May be required to work on religious holidays. Regular and predictable attendance is required. Must work cooperatively with others.

Must work cooperatively with others. When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy.

Associate’s degree in business or related discipline with training in administrative and accounting skills and two years of experience to include office management, office computer software, and budgetary responsibilities required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Must possess a valid driver’s license.

Must possess or have the ability to acquire Notary Public status.

Must possess or obtain within 12 months CPR/First Aid/ and AED training; NIMS 100, 200, 700, 800 training.

Supervisory experience preferred. Bachelor's degree preferred.

Prepares, edits, copies and/or types correspondence, memoranda, reports or other related materials; assists staff with developing and implementing administrative procedures and practices; assists with other projects and events as necessary.

Receives, processes, forwards to appropriate staff or replies to incoming mail, telephone calls and correspondence for the Director.

Supervises two part-time positions.

Screens complaint calls to the Director; resolves related issues or refers complainant to appropriate staff, while ensuring the Director and Leadership team are aware of all known issues.

Reviews, prioritizes, and schedules work requests, facility usage, appointments, events, meetings and conferences for appropriate staff, the government or the public; maintains calendar of events; schedules meetings, makes travel and accommodation arrangements if necessary; prepares and processes travel reimbursements and other related documents.

Assists staff, governmental employees, elected officials and the general public by researching and providing information for various purposes and for inquiries into governmental or departmental activities, programs, functions, or events; may represent department on various committees/boards or in court proceedings, to obtain/supply information, testify, or record minutes.

Collects, enters, maintains, revises and updates various information/certificates into various computers, recorders, and filing/catalog systems or libraries in an effective and efficient manner; ensures work and data are backed up and ensures confidentiality of information in the systems.

Greets visitors, ascertains nature of business, assists and/or directs to the appropriate personnel.

Notarizes official documents for the Department.

Maintains applications for special events; meets with individuals requesting equipment to explain ordinance and disseminates information to appropriate work units within the department.

May attend training sessions, internally and externally, conferences, and seminars to remain current on local, state, and federal laws, policies and/or procedures related to the Department.

Provides information to the public by telephone and in person about the services and programs of the Leisure Services…