PARKS BUSINESS SPECIALIST (FULL TIME)




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PARKS BUSINESS SPECIALIST   - Parks & Recreation - Administration


JOB SUMMARY:
 
Under supervision of the Director of Parks & Recreation, accurately requisition, record, file, and tabulate all department purchases. Prepare all City-related forms for purchasing and payment of invoices in PARD. Monitor the accuracy of accounts within the ActiveNet online program registration system. Oversee department wide pavilion rentals and event permits. Maintain expenditure records and reports accurately. Perform other related work as required.  

ESSENTIAL JOB FUNCTIONS:
 
·        Process purchasing invoices for payment authorization; resolve incorrect orders and billing issues.
·        Accurately prepare, process, and file all expenditure requests and related documentation necessary to maintain department fiscal transaction records.
·        Maintain vendor database, track purchase orders for annual contracts.
·        Verify product information and pricing on requisition requests, and provide to purchasing.
·        Balance and process all departmental ProCard charges.
·        Monitor the department budget following annual approval. Provide recommendations to management on shortfalls and budgeting adjustments.   Efficiently and accurately maintain budget records and provide reports as requested by management.
·        Maintain department master file of all annual contracts, ensuring compliance with contract specifications and monitoring expenditures and payments
·        Serve as the primary contact for pavilion rentals and event permit inquiries. Maintain rental schedule and take or authorize payments to reserve rental spaces & obtain event permits.
·        Monitor and audit the ActiveNet recreation registration software to ensure the accuracy of accounts and compliance at all recreation center locations.
·        Enter and maintain payroll time records for the division.
·        Accurately prepare, maintain, and audit petty cash fund records and disburse petty cash.
·        Make occasional deposits, ensuring accuracy of the deposits and assigned accounts.
·        Obtain requested checks from accounting and distribute to applicable divisions.
·        Provide backup support to front desk; answer multiple telephone lines, sort mail, and assist visitors.
·        Communicate, courteously and effectively with other employees, officials, the public, and vendors, in English, verbally and in writing.
·        Maintain good working relationships with Finance and all divisions of PARD. 
·        Work for long periods of time in a sitting position.
·        Lift, carry, drag, hold, pull, and/or push supplies/documents/material, file boxes, and paperwork weighing up to twenty-five pounds, and disperse or ship packages weighing up to 25 pounds. 
·        Provide exemplary customer service.

OTHER JOB FUNCTIONS:
 
Provide support city-wide festivals and events as assigned. Event and festival work may occur outside normally assigned working hours.

REQUIRED EDUCATIONS, DEGREES, CERTIFICATES, AND/OR LICENSES:
 
High school diploma or GED is required. Two years of college is preferred. 

EXPERIENCE, TRAINING, KNOWLEDGE, AND SKILLS:
 
Three years experience is required in administrative work, including two years experience handling purchasing functions. Experience assisting the public in person and on the telephone is required. Must type 40 words per minute. Must have good diction, enunciation, and voice modulation. Must be able to use tact and diplomacy in assisting and working with the general public, vendors, and other city employees to maintain effective working relationships. Experience using Class or ActiveNet system is preferred. Regular dependable attendance is required. Must work as an effective team member, even when conditions are stressful. Must be able to communicate courteously and effectively, in person, and by telephone.


Number of available positions: 1

High school diploma or GED is required. Two years of college is preferred.

Position : 003023001

Code : 254-1

Type : INTERNAL & EXTERNAL

Location : PARK ADMINISTRATION

Group : NONEXEMPT

Job Family : PARKS-ADMINISTRATION

Job Class : PARKS BUSINESS SPECIALIST

Salary: $42,271.06-$48,611.00