Administrative Specialist - Parks & Recreation

Job Title

Administrative Specialist, Parks and Recreation

Parks, Business Services Division

Non-Exempt

Hiring: $24.05/hour – $27.06/hour
Salary: $24.05/hour – $36.08/hour

Performs complex administrative, technical, and clerical duties in support of the Parks and Open Space, Business Services, Recreation, Golf, and Special Events. Works as part of the Parks and Recreation Business Services Administrative Support Team, consistent with the City’s mission and values.

• Performs a variety of routine and special clerical, reception, and administrative duties under supervision of the Parks Business Manager.
• Uses computer and software applications to accurately type and edit basic correspondence; enters, retrieves, and searches data; conducts research; creates documents; sends emails.
• Processes documents, ensures all necessary forms are complete and accurate; answers routine and occasional detailed questions; locates documents; fills out forms; makes copies or scanned PDF files; processes incoming and outgoing mail.
• Prints, copies, assembles, distributes, and files documents and maintains files.
• Maintains supplies and stocks office forms and supplies; interacts with other offices and departments and outside organizations to obtain and provide information.
• Functions as cashier: receives and processes cash, checks, and/or credit card payments; balances cash drawer at the end of the day.
• Schedules appointments, maintains monthly calendar, schedules meetings and meeting rooms; attends meetings to take and transcribe notes; may prepare and arrange for publication of agendas and legal notices.
• May act as courier; if performing the duty of courier, drives city vehicle.
• Assists all Parks, Recreation and Business Services staff as needed; assists with Recreation Department Grants administration as needed; reviews all work products to ensure highest quality.
• Requires flexible shifting of work priorities and office locations as needed.
• Assists with the execution and planning of departmental special events such as parks picnics, Recreation events, and staff meetings.
• Works on small projects around office environment: reorganizing spaces, scheduling maintenance repairs.
• Performs walkthroughs of Parks and Recreation Facilities and grounds to ensure orderliness, functionality, compliance, and safety.
• Coordinates cleaning services with vendor and manages and orders facility supplies for Recreation Facilities.
• Works with Facilities Maintenance Staff to address work orders, coordinate schedules, and ensure completion of projects.
• May act as a Recreation Department liaison with Human Resources with direction from the Parks Business Manager.
• Performs diversified duties in processing, monitoring, and administering new and returning employees paperwork; assists with hiring of new seasonal and intermittent employees, including advertising, new hire paperwork, and initial onboarding/training needs.

• Obtains authorizations for invoicing expenditures, prepares requisitions, and performs accounting functions relative to departmental purchasing and daily deposits.
• Provides information and reports related to the budget process as needed.
• Processes large quantities of accounts receivable invoices for Parks, Recreation, Golf, Special Event, Nordic, and Business Services Departments.
• Manages accounts payable PO tracking lists and utility provider lists.
• Assists in the setup of new suppliers in Oracle in coordination with Finance.
• Processes and reconciles monthly P‑card statements mostly for field staff.

• Assists staff with all computer applications, hardware, and software and provides training as directed by management, Business Services IT and the IT Department.
• Assists staff with issues related to the operation of work phones, computers, logins, and security protocols.
• Sets up new cell phones for new employees.
• Performs maintenance on printers, copiers, and computer hardware to troubleshoot problems and aid in efficiency.

• Supports and models the City of Aspen organizational values:
  Service, Partnership, Stewardship,…