Salary: $23.16 Hourly
Location : Vero Beach, FL
Job Type: Full Time
Job Number: 01439
Department: General Services
Division: Recreation
Opening Date: 09/15/2023
Closing Date: Continuous
Description
Performs a broad range of administrative duties in support of the Parks, Recreation and Conservation Department Director. This position works independently to provide advanced administrative support including, but not limited to, Departmental correspondence, agendas, memorandums, scheduling, Board agenda items, technical and planning documents, site control documents, grant coordination/preparation/management, employee documentation, and customer relation coordination. This is a fully experienced support position requiring exceptional knowledge of governmental functions, operations, and departmental administration.
Essential Job Duties
- Establishes and maintains a comprehensive filing system including office correspondence, confidential documents, reports and other material; retrieves, organizes and summarizes information in digital/print files for Director.
- Researches legal and technical documents to obtain selective data relevant to a specific questions, operations, and management issues. Manages all site control documents, grant related documents, management plans, master plans, and agenda histories in coordination with Division Managers and their respective Staff Assistants.
- Reviews source materials for articles, manuals, confidential findings or speeches and assists the Director in preparing reports, presentations, and meetings.
- Prepares special reports; assembling budget and technical data; and serves as liaison with County departments and divisions, professional groups, individuals and the public regarding matters pertaining to programs or operations of the Department.
- May serve as records manager for the Department, ensuring records are retained for appropriate length of time and appropriate disposal of records.
- Creates itineraries for travel, meetings, and conferences; prepares travel request forms and travel expense reports.
- Assists in coordinating staff meetings, including agenda preparation and meeting minute distribution. Informs participants of topics to be discussed and compiles necessary background information.
- Assists in managing the Director’s calendar, establishes priorities, and sets up and shifts appointments to maximize efficiency for Director. Sets and calendars site visits, staff meetings, appointments, and ensures timekeeping reminders are in place.
- Receives incoming telephone calls and visitors; ascertains the identity of the caller and the nature of the call and personally handles the matter, refers caller to proper personnel or arranges an appointment with the Director or Division Managers.
- Types correspondence, minutes, forms, reports, presentations, agendas, news releases, budget transfers, tables, graphs, newspaper ads and confidential, legal, technical and/or statistical material from copy, rough draft, verbal instructions, or own knowledge.
- Ensures the security of the legal and confidential documents. Manages file systems that create efficiency for the Department’s record keeping.
- Assists Division Managers with hiring, disciplinary actions, and laisses with Human Resources staff to ensure all employee management requirements are met.
- May be assigned to check and process time sheets, reviewing sick leave, annual leave and overtime availability and usage. Provide reports and ensures accountability for all Divisions. Coordinates and manages performance evaluations for Department.
- Maintains confidentiality and processes all actions relative to staff personnel; such as, status changes, evaluations, and reprimands.
- Assists the Division Managers, Recreation Finance Specialist and Timekeepers on payroll issues. Monitors employee attendance records.
- Provides direct administrative support to the Department’s Director and assists Division Managers with advanced and often technical reports, briefings, and summary analysis for various Parks, Recreation, and Conservation facilities, operations, and employee management.
- Works with the Marketing and Event Coordinator to ensure the Department is properly represented in online and print media. Monitors the Department’s social media and County website for accuracy. Ensures various news outlets have accurate and up to date information as needed. Coordinates meetings with reporters and schedules speaking engagements with Director and Division Managers.
- May work with the Recreation Finance Specialist and Division Managers to complete purchase requisitions; prepare bid specifications for equipment, supplies and services; review and research price comparisons for a variety of goods and services.
- Coordinates with the Finance and Budget Departments regarding daily business operations. Works closely with the Recreation Finance Specialist and Division Managers on invoicing, vendor payments, point of sale, and other daily operational functions.
- Acts as a liaison between the department head and division staff. Provides timely information to the Director on emerging and emergency issues.
Typical Requirements
Education/Experience:
Associate’s degree preferred. High school diploma / GED or equivalent with a minimum of (5) five years of progressively responsible experience performing a variety of administrative, clerical, paralegal, or similar experience required.
A Bachelor’s degree may be substituted for (4) four years of the experience requirement.
Must be highly proficient in computer software and office technology.
Licenses, Certifications, or Registrations:
- Florida Notary Public preferred.
- Certified Administrative Professional (CAP) or equivalent preferred.
Knowledge, Abilities, and Skills:
Knowledge and understanding of County administrative policy, ordinances, procedures, rules and regulations.
Ability to explain, interpret and consult employees and the public regarding policies and procedures pertaining to Parks, Recreation and Conservation.
Advanced skill with general office operations and methods for creating reports and documents for analysis.
Ability to manage complex schedules, set and manage meetings, schedule multiple attendees, and reserve appropriate conferencing space.
Ability to evaluate, edit and create well written job descriptions.
Adept at creating public service announcements, coordinating press inquiries, and monitoring social media outlets.
Ability to create spreadsheets and use the Microsoft Excel platform with its various functions to create detailed reports, charts, and tables.
Knowledge of accounting and budgeting practices used in government agencies.
Understanding of GL codes, Line Transfers, Budget Amendments, and Journal Entries.
Advanced ability to organize technical data, logs, files, and records.
Ability to compile information into technical documents with tables, charts, photographs, and enter written data that is clear, concise, and easy to read/understand.
Ability to run and create budgeting reports on a timely schedule.
Superior ability with Microsoft Office (Word, Excel, Powerpoint), Microsoft Outlook, and various web-based applications including Legistar/Granicus, Munis, UKG/Kronos, Prezi and others.
Ability to read and retrieve information from online mapping tools.
Ability to understand and reference geographic locations of parks, conservation areas, and an advanced understanding of the County’s boundaries, resources, municipalities, and Commissioner Districts.
Ability to operate various office equipment.
Ability to understand and follow oral and written instructions.
Ability to analyze information and make judgment-based decisions.
Adept and skilled with public and employee communication.
Ability to interact with County staff and external entities in a professional manner.
Skilled with receiving and transmitting sensitive and confidential information
Ability to research documents and provide analysis/summaries.
Advanced typing/keyboard skills required.
Supplemental Information
ADA STATEMENT: A qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act.
SUPPLEMENTAL INFORMATION:
This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, Management reserves the right to modify, add or remove duties and assign other duties as necessary that are a logical assignment to the position.
ATTESTATION
I have read the job description for the above position and understand the job duties, requirements, and responsibilities for the position. I attest that I am able to perform the essential functions as outlined in the job description either with or without accommodation. I understand that if I require accommodation, I will contact the Human Resources Department to request an accommodation.
If I have any questions about the job duties described in the above job description, I should discuss them with my immediate supervisor or a member of the Human Resources staff.
I have discussed any questions I may have had about this job description prior to signing this form.
Employees Signature Date
Employees Name (Please Print) Employee Number
This is an hourly position. Employees in positions budgeted for 30+ hours per week are eligible for full-time benefits. Please review our benefits handbook at