Parks & Recreation Administrative Supervisor Job Deer Park area,Texas USA,Administrative/Clerical

General Purposes

Provides a variety of both routine and complex clerical, administrative and technical work in support of the Parks & Recreation Department. Assist in the daily office management and may assign and direct key personnel. Assist the Director in the daily activities of the department.

Supervision Received

Works under the immediate supervision and receives direction from the Parks & Recreation Director.

Reporting Structure

City Manager
Director
- Administrative Supervisor

Supervision Exercised

Supervises over clerical, temporary and volunteers or any and all staff in the department as directed.

Essential Duties and Responsibilities

Preparation of draft letters and reports from verbal instructions. Preparation of agendas and minutes for the Parks & Recreation Commission.
Gathers, interprets, and prepares data for reports; coordinates activities with other departments and agencies as needed.
Coordinates special projects as assigned by the Director. Assists Director in preparation of budget materials.
Prepares a variety of studies, reports and related information for decision-making purposes; conducts research analysis, and prepares regarding proposals for programs, grants, services, budget, equipment, etc.
Provides administrative assistance to the Director in meeting management; assembles background materials, prepares agendas, and records action items for various meetings.
Prepares drafts, presentations, resolutions, ordinances, proclamations, contracts administrative policies, etc., as assigned.
Investigates and follows-up on citizen/colleague’s requests for service, complaints and requests for information.
Assists in the development/proofing of notices, flyers, brochures, newsletters, media releases, news articles, and other informational materials about programs and services.
Sorting and distributing incoming mail and taking appropriate action. Receive telephone calls and visitors. Answers routine inquiries or takes messages, as appropriate.
Maintain office filing system. Fulfill office supply needs for the department.
Processes/maintains departmental personnel records which include but not limited to hire ins, terminations, performance appraisals, time entry, time sheets etc.
Responsible for inputting data and operating current registration/reservation system.
Processes department’s accounts payable and receivable. Oversee the preparation of daily deposits.
Front office relief in absence of personnel.
Adhere to all departmental and company policies and procedures and participate in all departmental training and development courses.

Peripheral Duties

Prepares correspondence; makes reservations and travel arrangements for meetings; seminars, conventions and conferences.
Attend seminars and workshops related to administrative duties and responsibilities. Operates city vehicle to run city related errands.
Attend monthly emergency operation response meetings/trainings when directed. Lead administrative support in the event of a natural/chemical emergency.
Participates in one or multiple committees.

Desired

Minimum Qualifications – Education & Experience

Associate's degree in business related area of study preferred; equivalent educational or training courses for Administrative Professional accepted.
Minimum 5 year of administrative support to executive level staff.
Experience in municipal government or other government agencies preferred.
Several years of experience may be considered in-lieu of education or training requirements.

Necessary Knowledge,

Skills and Abilities

Excellent writing skills.
Excellent knowledge of proper grammar and punctuation. Skill in proofreading documents.
Thorough understanding of business protocol and etiquette. Excellent organizational skills.
Interpersonal skills that provide an…