Administrative Services Specialist - Parks And Recreation

ADMINISTRATIVE SERVICES SPECIALIST - PARKS AND RECREATION

ADMIN SERVICES SPECIALIST P&R

CLASSIFICATION

TITLE:

Administrative Services Specialist

P&RPURPOSE OF CLASSIFICATION

Performs fiscal, procurement, and payroll related duties for the Administrative Division of the Clayton County Parks and Recreation Department. Provides administrative/payroll support for the department by preparing and maintaining personnel records, payroll documents, and related paperwork; provides clerical support to department managers; prepares reports, correspondence, and other materials; enters and retrieves information from department database; maintains automated and manual files; assists callers and visitors as appropriate.

Duties are performed under the supervision of the Deputy Administrator, Parks and Recreation Administrative Services.

ESSENTIAL FUNCTIONS

Monitors the budgets of each cost center associated with the Administrative Division of the Clayton County Parks and Recreation Department; provides supervisor with a weekly budget report that tracks spending in each cost center within the division; coordinates and manages procurement process for all equipment needs to properly stock all programs within the division. Prepares department payroll information; receives and reviews timesheet documents, enters data into time management system, enters codes for leave taken, holidays, workers compensation, and other actions which affect employee pay;

reviews and verifies payroll data; and submits for final approval and processing. Responds to employee questions regarding payroll, deductions, etc., and refers to other divisions as necessary. Assists department management with budget related activities; provides information on past budgets and expenditures for use in developing budget proposals; retrieves and reports information on expenditures and current fund balances. Prepares, reviews, and processes purchasing documents;

prepares purchase orders for needed materials, equipment, and supplies; receives and distributes incoming supply shipments; reviews and codes invoice, and forwards for payment; maintains files of purchasing requisitions and completed purchase orders. May coordinate, plan, schedule, and assist in the delivery of training, including the new employee orientation program for all Clayton County Parks and Recreation employees. Assists in handling all constituent issues and providing constituents with a quick, accurate reply.

Constituents are represented as all persons with a vested interest in the success of the park system. Maintain an electronic record of all constituent calls and the disposition of calls. Immediately informs supervisor of any anomalies/problems that occur within assigned budgets or payroll processes. Assists in the processing of Instructor Contracts for payment. May assist in the reconciliation of daily cash reports utilizing the Rec Trac system and in maintaining related files for instructor contracts and cash reports.

Maintains updated electronic records of all budgetary, procurement, and payroll activities that can be transferred by email. Prepares departments, records, reports, and forms requiring knowledge of programs and policies. Research, compile, consolidate, and/or tabulate information; incorporates information in requested reports and other prepared materials; proofreads for accuracy and completeness; and distributes upon approval. Designs forms, spreadsheets, and databases as required.

Enters information into department programs and databases; updates database information; creates new spreadsheets/files; and purges old data as appropriate. Researches information from databases and incorporates into other assignments. Provides assistance and trains staff in using County computers and peripheral equipment. Answers department telephones; provides assistance, requested documents, and information; refers callers to other staff members as appropriate; takes and relays messages accurately and in a timely manner;

greets visitors, patrons, and/or customers, and assists them as appropriate.

ADDITIONAL FUNCTIONS

Performs other related duties as required.

MINIMUM QUALIFICATIONS

High…