OFFICE Manager -Parks & Recreation

This posting may close prior to noted closing date if sufficient qualified candidates are received. Essential job functions have been updated. The purpose of this job is to perform a variety of advanced and complex clerical work in the preparation and maintenance of department records; to perform a variety of clerical tasks as assigned; and to provide professional and courteous customer service at all times.

This position works under general supervision, independently developing work methods and sequences.

• Enters requisitions and request purchase orders; invoices for accounts payable functions for the Dorchester County Parks department; manages the department’s budget including budget preparation and budget tracking; processes department payroll; edit card reconciliation, maintains revenue, expense and capital project financial records, reconciliation of financial accounts and monitoring of grants
• Compiles and maintains departmental operating statistics and reports, including activity counts, admission totals, annual membership running totals, facility rental activity, fiscal-year revenue information, and other performance data; prepares monthly and quarterly administrative reports and coordinates financial information with the parks Director.
• Assists with coordinating paperwork for job candidate interviews within the department.
• Leads the preparation, processing, copying, indexing, filing, transmitting and/or maintaining of various Dorchester County Parks department documents.
• Handles day-to-day operations in the office.
• Applies knowledge of specific department policies and procedures and utilizes a thorough understanding of other departments’ functions.
• Prepares presentations, agendas, meeting minutes, and supporting materials for the Director’s use at Park and Recreation Commission meetings and other public speaking engagements. Maintains required Commission records and updates the department website with appropriate meeting documents.
• Serves as the department’s subject matter expert and trainer for Rec Desk, the department’s reservation, point-of-sale and membership management software, providing support as needed. Maintains the Rec Desk community page and online reservation information.
• Provides direct administrative support to the Park Director using extreme judgement and discretion in assistance; requiring the knowledge to know when to disclose information or keep confidential.
• Researches and responds to request for information on park site inquiries, and facility rentals.
• Assists with establishing yearly department and Dorchester County Parks goals and objectives.
• Assists with park events or special programs as required.
• Attends necessary training as required.
• Audits records and ensure the security, accuracy, retention and confidentiality of departmental files as appropriate.
• Prepares complex and confidential correspondence, memoranda, reports, etc.
• Attends and represents the organization at internal and external meetings.
• Purchases and maintains office inventory levels and coordinates uniform inventory tracking and distribution records for department staff.
• Schedules and maintains calendar of appointments, meetings and travel itineraries and coordinates related arrangements.
• Resolves moderately complex issues regarding departmental operations.
• Operates a county computer and appropriate software packages or its equivalent pertaining to departmental activities.
• Answers department telephone calls and other incoming inquiries; provides professional customer service; assists patrons with reservations, memberships, programs, park information, and routine account or transaction questions; and troubleshoots issues on a case-by-case basis.
• Serves as a primary point of contact for…