Job Description

Posting number: 02516

Department: Parks and Recreation

Job classification: OFFICE MANAGER - PARKS & REC

Posting type: Open

Categories: Administrative Assistant

Summary

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.

Examples of duties

ESSENTIAL JOB FUNCTIONS

• 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 RecDesk, the department’s reservation, point-of-sale and membership management software, providing support as needed. Maintains the RecDesk 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 county park public inquires. Escalates requests requiring specialized knowledge to the appropriate staff.
• Performs other related job duties as assigned.

Qualifications

Minimum Education and Experience Requirements:

Requires High School graduation or GED equivalent supplemented by specialized courses/training equivalent to completion of one (1) year of college.

Two years of related experience or an equivalent combination of education and experience.

Supplemental information

Special Qualifications, Certifications and Licenses:

Certified Parks and Recreation Professional (CPRP) status or ability to obtain such status within six (6) months of employment recommended.

Must possess and maintain a valid state driver’s license with an acceptable driving history.

Unavoidable Hazards (Work Environment):

Work is performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs

Dorchester County has the right to revise this job description at any time. This description does not represent in any way a contract of employment.

Position Type and Expected Hours of Work

This is a full-time position; typical work hours and days are Monday through Friday, 8:30 a.m. to 5:00 p.m. Some flexibility in hours is allowed, but employees must be available during the “core” work hours of 9:00 a.m. – 4:00 p.m. and must work 40 hours each week to maintain full-time status. Nights and rotating weekends are also required. Employees must be available to work evenings, weekends and holidays. Must be available to work during emergencies or as requested.

E.O. E. Dorchester County does not discriminate based on race, color, national origin, gender, religion, age, disability or military service in employment or the provision of services.