Senior Administrative Assistant

Responsible for coordinating complex administrative responsibilities and functions for the Parks and Recreation Division, requiring coordination, organization, and discretion for performing specialized administrative work. Responds to various inquiries from citizens and staff concerning programs, policies, or situations based on knowledge gained through experience. Exercises professional judgment, courtesy and tact in responding to inquiries. Requires awareness of all activities and programs of the division.

This position requires an on-call status in emergency situations such as hurricanes, and may be assigned to work in emergency shelters, or other designated areas as directed by the Emergency Operations Center.

Responsible for managing the overall operations of the front office.

Coordinates and directs administrative policies and procedures for the division; supervises administrative staff and performs necessary administrative tasks needed, such as appropriately posting and navigating on acceptable social media platforms for county/department marketing purposes, issuing work assignments, maintaining leave and attendance, and conducting performance evaluations on direct reports.

Performs fiscal duties for the division to include reviewing invoices and receipts for discrepancies; requests for payments, and purchase orders; prepares and maintains financial records and reports; reviews expenditure statements and monitors the Division’s budget; prepares analysis of all accounts when requested. Works with the Program Manager in developing and inputting annual operating budget; as well as monitoring the budget, detecting and analyzing budgetary issues and making recommendations to address or correct any issues.

Projects expenditures for fiscal year budget for approval by Parks and Recreation Manager; maintains related financial records, including current account budget balances.

Oversees the daily collection of revenue from Parks and Recreation activities; reconciles collection against daily cash reconciliation report for import into Munis; tracks revenue and compiles financial reports for the Treasurer and for the Manager of Parks and Recreation.

Administers and coordinates completion of special projects; organizes, inputs, and maintains data in computer databases and/or Parks and Recreation software systems; oversees programming decisions related to database management and/or numbering systems used for new programs/ activities; and oversees and coordinates assembly of mass emails to patrons regarding upcoming events, programs and cancellations.

Trains and oversees staff in registration of adults and youth in a variety of recreational activities, and ensuring accuracy; works individually or in small groups with all staff to train on the use of all software systems that pertain to Parks and Recreation, as well as how to get the most information or data from the system to improve outcomes; generates essential program reports to evaluate and make program recommendations.

Develops procedures for Division’s administrative staff and training manual for Division’s registration database.

Works with department social media staff to design web pages for the department, and ensure department information on the web is up to date; and maintains compliance with the Americans with Disabilities Act (ADA) on all assigned websites.

Provides internet/intranet support to division users to include teaching techniques, assisting with technical questions, and coaching others in the use of different technologies and use of current and future software used within the division.

Processes the division’s time and attendance and compiles payroll to include regular and overtime hours worked for the full-time as well as…