Job Description

Posting number: 04752

Department: Recreation Services

Division: Administration 61/20001

Job classification: Recreation Administrative Specialist

Posting type: Open & Promotional

Categories: Administration, Administrative Assistant, Clerical & Data Entry, Customer Service

Build Your Future with the City of Boca Raton!

At the City of Boca Raton, a career in public service is more than a job — it’s your chance to make a meaningful impact in a vibrant and sustainable coastal community. Driven by our core values of Fairness, Integrity, Respect, Service, and Trust, we are committed to fostering a workplace where employees feel appreciated, inspired, and supported.

Why Boca Raton?

As the second largest city in Palm Beach County, the City of Boca Raton offers robust benefits to their employees:

• Health Insurance Benefits: No-cost employee Medical, Dental & Vision plans

• Generous Paid Time Off: 12 paid holidays + vacation, sick, and 3 floating holidays

• Continuous Service Benefit: Paid out annually after 5 years of service

• Work-Life Balance: Flexible work schedule

• Retirement Plans: Two pension/retirement options to choose from

Whether you're starting out or looking to take your public service career to the next level, the City of Boca Raton offers the tools, resources, and culture to help you succeed.

Apply now and join the city that’s building careers and shaping a stronger tomorrow!

GENERAL DEFINITION OF WORK:

The Recreation Administrative Specialist performs difficult and highly responsible administrative and technical work in support of the Recreation Services Department, including administering payroll, processing personnel requisitions and Status Forms, and coordinating related personnel and administrative matters. The position serves as the Recreation Services Department’s liaison with the Financial Services Payroll Division and the Human Resources Department, ensuring the timely and accurate completion of payroll, personnel, and related administrative processes.

The Recreation Administrative Specialist also performs a variety of complex administrative assignments within a municipal office and carries out other related duties as required. Work is performed under general supervision with considerable responsibility for exercising independent judgment and maintaining accuracy in assigned areas.

Examples of duties

• Enters personnel requisitions for RS/Administration and other sections as needed; monitors all personnel requisitions for the department, checks for accuracy, prepares for department head approval.
• Monitors and updates Position Control for the department; keeps an accurate count of all full and part-time positions.
• Maintains RS Department Organizational Chart.
• Maintains Excel spreadsheets to track disciplinary actions, vehicle accidents for ARB determinations, employee injuries, and departed employees for receipt of final paperwork; prepares other statistical reports for Administration as needed.
• Creates Status Forms for RS/Administration and other sections as needed; monitors all department Status Forms and related correspondence, checks for accuracy, relays HR information regarding new hires to appropriate personnel.
• Process all personnel requisitions status forms and performs associated clerical and administrative follow-up activities.
• Departmental liaison with Human Resources and Financial Services Payroll Division.
• Maintains pay, leave, status change, FMLA deductions and related payroll records, including time pool donations.
• Makes changes to payroll file; updates payroll related files.
• Prepares payroll records including deduction records and related payroll reports.
• Compiles and processes payrolls and deductions.
• Processes RS/Admin and department bi-weekly payroll, distributes department paychecks; prepares payroll time sheets for approval.
• Conducts bi-weekly payroll audit of Recreation Services' employee hours for accuracy and compliance with SEIU Agreement and City policies, ensures corrections are made, ensures leave slips are completed and retained as required.
• Prepares/enters leave forms and related documents for RS/Administration staff and updates Outlook calendar.
• Inputs all new Recreation Services Department employee maintenance information into appropriate software; ensures all new hire paperwork is received; maintains monthly Vacancy Report; monitors recommendation to fill vacancy and recommendation to hire memos for job description changes and new positions.
• Handles a variety of routine administrative or technical department or agency assignments.
  

RELATED TASKS:

• Directs and assists Department Timekeepers and Supervisors with payroll, SEIU Agreement, City Policies and Procedures, and Personnel Rules & Regulations; provides instruction and training for department Timekeepers as needed.
• Prepares reports for annual RS years of service Employee Luncheon and creates invitation memos.
• Maintains sample memo templates for department use; updates templates in accordance with policy or procedural changes.
• Assists RS Financial Manager with budget preparation as pertains to all fulltime, part time and split positions within the department.
• Acts as backup for staff as needed with typing, financial entries, requisitions and receives work order entry/completion, providing information and answering questions on telephone for the public, and dispatching.
• Composes correspondence as needed; proofreads documents as needed.
• Assists Director, Deputy Director, Division Heads and Section Heads with disciplinary issues and preparation of documents for hiring, firing, interview requests, resignations, retirement, reprimand, etc.
• May maintain department employee personnel files.
• Makes appointments and maintains leave status calendar for all Administration, Executive and Clerical staff.
• Assists in the preparation of FEMA reports, payroll, and damage.

Qualifications

Knowledge of:

• Payroll system and benefit program administration.

• City personnel policy and procedures.

• FMLA

• Bookkeeping terminology and methods.

• Accounting theory and principles and their application to the accounting transactions

• Standard office procedures, practices and equipment.

• Business English use and spelling

Skilled in:

• The use of data processing equipment and software.

• Must be proficient in Microsoft Office Suite.

Ability to:

• Establish and maintain effective working relationships with City officials, associates, and the general public.

• Follow detailed and written instructions.

• Prepare payroll and financial records and reports.

Supplemental information

EDUCATION AND EXPERIENCE:

• Any combination of education and experience equivalent to graduation from high school
• Three (3) years of experience in clerical and/or personnel work involving the maintenance of payroll, financial, or statistical records
• One (1) year of payroll and timekeeping experience

PREFERRED QUALIFICATIONS:

• Three (3) years of experience in payroll processing or timekeeping in a government setting.

SPECIAL REQUIREMENTS:

• Possession of a valid State of Florida Class "E" driver's license with no more than six (6) points in the last three (3) years.

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS

The background check process for this position may include:

• Criminal Background Check
• Employment Verification
• Reference Checks
• Motor Vehicles Report (MVR) Check