Recreation Administrative Systems Specialist

About the Job

The Recreation Administrative Systems Specialist is responsible for providing complex administrative, technical, and operational support to the Recreation Department. The position serves as a departmental resource for software systems administration, data management, budget monitoring, and records management. This classification combines routine to complex administrative support responsibilities with specialized knowledge of district software applications and operational systems to support the efficient and professional operation of the department.

Duties may include, but are not limited to the following:

• Serves as the departmental subject matter expert and primary point of contact for recreation, administrative, fiscal, and timekeeping software systems.
• Administers, maintains, and troubleshoots software applications, system configurations, and data integrity across platforms.
• Provides end-user training, coaching, and technical assistance to department staff on software systems, including onboarding new users and supporting ongoing skill development.
• Participates in the evaluation and implementation of new or upgraded software systems; researches and provides input on system enhancements to improve departmental operations.
• Maintains, modifies, and generates reports, queries, and dashboards within software systems to meet operational and programmatic needs; assists in the design of new reporting tools as directed.
• Provides technical support for board meetings, including setup and operation of audio/visual equipment, digital streaming platforms, and camera systems.
• Gathers, compiles, and organizes program and operational data, assisting in the preparation and interpretation of reports on cost recovery, attendance, budget performance, demographic information, and participant feedback.
• Supports research efforts and special studies by collecting data, compiling findings, and preparing draft reports as assigned.
• Maintains and updates data tracking tools, spreadsheets, and performance dashboards as directed; assists in the development of new tools and reporting formats.
• Formats, proofreads, and edits a variety of internal and external documents, including reports, program materials, forms, and correspondence. Assesses Rec Trac fees and descriptions and has discretion to make edits as necessary.
• Prepares and maintains budget worksheets and financial tracking tools; assists supervisors with expense coding, monthly budget monitoring, and reconciliation of purchase card statements.
• Supports budget development by compiling financial data, preparing spreadsheets, and generating reports from financial software systems.
• Reconciles departmental general ledger entries and processes invoices and transactions as needed.
• Assists in project planning, schedules, and extends invitations to groups (technical experts, members of the community, and staff), sets up and coordinates public, stakeholder, and agency meetings, records, transcribes, and delivers meeting minutes, monitors and tracks progress towards goals.
• Responsible for records management systems; develops workflow processes, trains staff, and maintains integrity of systems.
• Reviews administrative documents for accuracy and policy compliance, including contracts, evaluations, invoices, and hiring paperwork.
• Manages and tracks the department's donation program, including processing requests, liaising with outside organizations, and distributing passes or vouchers under the direction of management.
• Assists in drafting new or revised administrative policies and procedures for review by managers and directors; develops and documents standard operating procedures for general recreation and administrative processes; identifies opportunities for process improvement within assigned areas.
• Enter and maintain data in computerized systems and databases with a high degree of accuracy and timeliness and has the ability to assess and update information.
• Inventories and orders office supplies; approves supply orders placed by other recreation divisions.
• Maintains regular and punctual attendance; contributes to a positive, constructive, and inclusive work…