General Description
This position is responsible for high level administrative duties for the Parks & Recreation- Athletics Division. Responsibilities include understanding complex issues and using independent judgement to develop recommendations and take appropriate action. Additional responsibilities may differ based on the assigned area.
Essential Job Functions
The following essential functions represent the primary duties of this position but should not be considered an all-inclusive list of responsibilities. Other duties may be required and assigned.
- Responsible for all administrative activities in order to support the assigned department/division, including but not limited to direct coordination of incoming calls, email and walk-ins; understands client concerns/questions, redirects to appropriate staff as necessary; and follows up on items.
- Understands complex issues and uses independent judgement to develop recommendations and takes appropriate action.
- Assists other office staff and offers training and direction to Administrative Associates.
- Maintains files, records, and related data in a neat and organized manner.
- Attends and coordinates meetings and is responsible for taking minutes of the presentations and discussions. Completes system uploads of staff reports for City Council meetings.
- Responds promptly to citizen inquiries, questions, suggestions, complaints, and records requests.
- Ensures correct account codes are charged and appropriate fund transfers are initiated. Calculates fees, prepares and processes billing invoices; monitors account receivable aging.
- Compiles and distributes monthly expenditure and revenue reports. Monitors budgets and identifies potential problem areas.
- Prepares forms and reports incidents and accidents to Risk Management.
- Publishes job posts and may assist with preparing interview questionnaires.
- Monitors project budgets. Maintains project and contract files. Issues contract purchase orders and verifies funding before issuing purchase orders. Prepares project status reports.
- Assists with completing payroll and provides backup information.
- Manages and coordinates all aspects of group meetings at various City facilities, including coordination of meeting announcements, meeting agendas, scheduling, and takes meeting minutes. Secures meeting room, chairs, AV, etc.
- Prepares work orders for various departments based on phone calls received or orders needed, as well as pulling work orders for Risk Management for claims as needed. Re-stocks copy machines and upkeep of toner.
- Schedules meetings for department/division, i.e. client meetings. Ensures that all reports and/or supplies are prepared for the meeting.
- Maintains accurate records and responds to public record requests.
- Researches, compiles, sorts, tabulates, and summarizes data from files and other sources in composing and preparing reports for correspondence.
- Creates requisitions, distributes purchase orders, and processes invoices for payment. Reviews all purchase orders to ensure department purchasing procedures are followed and verifies items are authorized in budget and funds are available. Verifies accuracy of computer data and ensures appropriate authorization requirements are met.
- Ensures correct account codes are charged and appropriate fund transfers are initiated. Calculates fees, prepares and processes billing invoices; and monitors account receivable aging.
- Compiles and distributes monthly expenditure and revenue reports. Monitors budgets and identifies potential problem areas.
- Work closely with the other departments and provide information as needed.
- Maintains spreadsheets and creates requisitions for supplies, vehicles, and equipment. Places orders for supplies.
- Main point of contact for purchasing supplies through the Amazon business account.
- Performs complex and is responsible for office duties requiring independent analysis, exercises of judgment and possesses a detailed knowledge of department policies and procedures.
- Point of contact for the special departmental programs and maintains information including work order scheduling and data entry.
- Uses computers and communication equipment, (ie, radio, telephone) computers, copy machine, multi-line phone system, fax machine, photo, radios, video and audio hardware, various hand tools and various motor vehicles.
- Designs and implements office forms as required.
- Remains courteous to the public at all times and give directions to the location of the different departments and/or divisions.
- Creates Standard Operating Procedures (SOPs), office manuals, reports, flyers, etc.
- Performs any other duties or tasks that may be assigned.
Additional Essential Functions
- Assists with maintenance and organization of department specific parks and recreation and facilities maintenance software.
- Confirm and provide appropriate follow up to internal customers on all department work order requests, as received.
- Organize and schedule job interviews for department hiring managers.
- Assist with gathering records and/or data to respond to public records requests and/or inquiries from the public.
- Maintains department office supply inventories and places restock orders.
Knowledge, Skills & Abilities
- Knowledge of administrative work required for assigned area.
- Ability to take initiative and exercise appropriate judgement.
- Knowledge of departmental practices, policies, and the organization.
- Considerable knowledge of office practices and procedures, business English, spelling, punctuation, and arithmetic.
- Ability to communicate clearly and concisely, orally and in writing. Ability to work independently and with initiative.
- Ability to learn and follow City and departmental policies and procedures.
- Ability to recognize errors in spelling, grammar, and/or punctuation and correct.
- General knowledge of standard formats for letters, memoranda, and reports and ability to type and/or use dictating equipment.
- Ability to multitask and exercises time management. Ability to demonstrate strong organizational skills.
- Ability to engage with the general public in tense and difficult situations.
- Ability to maintain strong attention to detail and demonstrate effective organizational skills.
- Ability to work with a minimal amount of supervision using judgment and initiative to accomplish work responsibilities and duties.
- Ability to maintain files and related records. Ability to perform varied clerical and related relations rapidly and accurately.
- Ability to obtain any information needed for accomplishing a required task or for answering city employees' or citizens' requests.
- Knowledge of purchase orders, check requisitions, and processing checks.
- Knowledge and skill to work with all office equipment, such as copiers, computers, fax machines, and phones.
- Processes change orders and budget transfers. Tracks and updates budget tracking system. Oversees tracking of invoices, purchases orders, and items purchased.
- Skilled with computers and word processing, and able to learn all facets of available computer software as may be utilized in the department for maximum utilization.
- Knowledge of Code of Ordinance and other City policies (i.e. Purchasing, Safety).
- Ability to establish and maintain effective and amiable relationships with leadership, supervisors, residents, customers, employees, other departments, and agencies.
- Knowledge of the streets and addresses in the City.
Minimum Qualifications
- High school or valid equivalent.
- Three (3) years of experience in office and/or administrative work.
- Must possess and maintain a valid Florida Driver's license. A valid out of state License is acceptable, but selected candidates must obtain and provide a valid Florida driver's license within thirty (30) days of start date.
An equivalent combination of education and experience may be considered, provided that the education and experience is in a relevant and related field.
Preferred Qualifications
- Experience with word processing, spreadsheet and database software knowledge.
- Experience with accounting practices and purchase orders.
- Local government experience and/or specific experience in assigned area.
Additional Position Information
- Physical Requirements: Prolonged sitting at a desk and working on a computer. Occasional standing, walking, bending, climbing, crawling, stooping, pushing/pulling up to 25 lbs., and lifting up to 50 pounds.Environmental Conditions: Exposure to extreme weather, smoke/dust/pollen, bright/dim lights, and/or machinery.
- Sensory Requirements: Some tasks may require the ability to perceive and discriminate sounds, colors, and visual. Some tasks require the ability to communicate orally.
JOB LOCATION
All City owned buildings, parks, grounds and recreation facilities. Any off-site locations and facilities utilized as part of the City's participation or involvement in an event, activity or job assignment.
ADA Statement: The City of Apopka is an equal opportunity/affirmative action employer committed to achieving excellence and strength through diversity. The City seeks a wide range of applicants for its positions so that one of our core values, a qualified and diverse workforce, will be affirmed. Americans with Disabilities Act (ADA) compliance requires the City to provide reasonable invited to discuss accommodations.
Disclaimer
The City of Apopka reserves the right to fill positions prior to the closing date and also reserves the right to close the posting prior to the date indicated. Positions will be filled by competitive selection from among categories of qualified and available candidates. It is the policy of the City of Apopka to give first consideration to all employees and other internal applicants prior to considering external (outside) applicants. Applicants should expect a starting salary at the minimum of the pay grade range; applicants with exceptional qualifications and/or experience may be eligible for a rate of pay which is higher than the range minimum upon approval by Administration. Your social security number is requested for the purpose of payroll eligibility verification, processing employment benefits, applicant and employee background checks, and income reporting and will be used solely for those purposes. The City of Apopka participates in E-Verify. Employers are required by federal law to verify the identity and employment eligibility of all persons hired to work in the United States. We utilize the E-Verify system to process our new hires. We provide information to the Social Security Administration and, if necessary, the Department of Homeland Security with Information from each new employee's Form I-9 to confirm work authorization.
