Salary: $54,931.00 – $71,333.00 Annually
Location : Fairfax, VA
Job Type: Full Time
Job Number: 23-79
Department: Parks & Recreation
Division: Recreation Admin
Opening Date: 08/11/2023
Closing Date: 8/25/2023 11:59 PM Eastern
Description
This is highly skilled administrative work essential to the administrative activities of a department that includes a director, 20+ FT staff and 100+ part-time temporary staff.
Under direction of the Director, performs varied and complex assignments requiring thorough knowledge of department’s goals and objectives and extensive exercise of independent judgment and organizational skills in performance of responsibilities. Work is highly responsive to day-to-day activities and typically necessitates performance of non-routine administrative tasks. It also necessitates the mastering of several software programs that include ActiveNet, NeoGov, CivicPlus, FinPlus, Cognos, JP Morgan and others. Work may include the taking or transcription of oral or recorded dictation. Incumbents work under broad policy guidance or direction and may supervise all personnel, operations, and activities of the administration department.
Examples Of Duties
Coordinate with Director concerning issues and activities related to administration to ensure effective operations of the Parks and Recreation department.
Plans, organizes, and prioritizes workflow; develops broad range of office methods and procedures; establishes and maintains administrative, financial, personnel and department-related records and files.
Manage the department telephone system, We Care response system, web pages, community calendar, ActiveNet software, ensuring accuracy and training staff on system features and benefits, making recommendations for repairs and updates and implementing necessary changes. Serves as agency ActiveNet Liaison.
Types a variety of general or complex reports and materials from drafts, shorthand or recorded notes; composes and proofs varied correspondence in accordance with policies or instructions; disseminates information according to established procedures; routes in/outgoing mail.
Attend department meetings and effectively communicate the current events and needs of the Parks and Recreation Department. Additionally, attend park board meetings to represent the department and takes and transcribes oral or recorded minutes; maintains records and distributes agenda, minutes, staff reports, monthly PRAB Report and associated information as required by the department. Serves as Secretary to the Parks and Recreation Advisory Board (PRAB).
Maintains extensive administrative, budgetary, and expenditure control account records and files; verifies calculations, posts records, and prepares narrative, statistical, and summary reports from records. Includes the daily use of FinPlus, Cognos and JP Morgan.
Prepare long range plans for the Administration service area as deemed necessary.
Compiles monthly, annual, and special financial reports; summarizes expenditures during fiscal period and assists in annual budget request with supporting justification.
Monitors expenditures and reviews invoices, vouchers, and bills for payment in account; requisitions supplies and equipment; assists with bid processes; and maintains inventory and related cost records. Maintain inventory records of all department property and assets. Prepare the fixed asset reports for the department.
Develops and conducts routine training for staff and volunteers related to proper operation of departments systems, customer service procedures, use of software and other department items as they arise.
Receives and provides general information when requested; responds to inquiries requiring use of initiative, judgement, and interpretation of rules, regulations, and procedures.
Determines routing of information; relays inquiries to subordinate divisions.
Arranges and schedules appointments, travel, itineraries, meetings, and related activities.
Performs complex payroll work and ensures accuracy for reconciling discrepancies according to policies.
Responsible for all office machines and supplies, ensuring that machines are in working order and office supplies are available as needed, and making recommendations for software, repairs, updates and improvements.
Administer all Personnel requirements and information on behalf of the Department.
Direct, formulate, review, and update the Administration Services area goals and objectives consistent with the requirements of the Department and in the accomplishment of these goals and objectives.
Actively support the safety program and related programs including following/enforcing safety rules, reporting accidents and injuries, and developing ideas for the prevention of future incidents.
May be assigned to special projects as necessary.
Coordinate and manage capital gift agreements and contributions to Athletic Services and to the Legacy for Fairfax program.
Coordinate and manage garden plot rentals and maintenance through the Community Gardens program.
Coordinate and manage rental contracts and billing for the Showmobile. Assist management and director in the fiscal review and recommendation of rental rate changes.
May supervise and/or train subordinate clerical personnel, volunteers or interns as required.
The duties listed above are intended only as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
Qualifications
Completion of a high school diploma and considerable experience in administrative and work to include some supervisory experience; or any equivalent combination of training and experience which provides the following necessary knowledge, abilities, and skills.
Necessary Knowledge, Skills, and Abilities:
Exceptional ability to carry out the instructions of the Director in an effective and timely fashion, and the ability to work tactfully with people.
Thorough knowledge of municipal park and recreation services and government operation.
Thorough knowledge of standard office practices and procedures, equipment, and clerical techniques.
Excellent ability to present ideas and recommendations in a concise manner, both oral and written. Ability to present herself/himself in a professional manner and speak effectively to the public.
Exceptional ability to carry out the instructions of the Department Director in an effective and timely fashion, and the ability to work tactfully with people.
Excellent ability to present ideas and recommendations in a concise manner, both oral and written. Ability to present herself/himself in a professional manner and speak effectively to the public.
Outstanding ability to exercise good judgment and sound discretion in evaluating and rendering recommendations and decisions in everyday operations as well as pressure type situations.
A distinct ability to maintain harmonious working relationships with employees, volunteers, and the general public, as well as to motivate employees to accomplish departmental goals.
The ability to effectively direct, guide, monitor and evaluate the work performance of all administrative and customer service staff.
Knowledge of basic budgetary practices, and the ability to effectively interpret, communicate and justify operating budget expenditures for the Administrative Services area.
Ability and mindset to resolve differences and conflicts among staff members and with patrons of the Parks and Recreation programs, services, and facilities.
Ability to interpret, apply, and communicate policies, procedures, and services.
Ability to proofread highly technical reports to conform with given principles of style and format.
Ability to type, take dictation, and transcribe accurately at a reasonable rate of speed.
Ability to establish and maintain complex records per Virginia Records Retention and Disposition standards.
Ability to assemble and organize data and to prepare reports from such records.
Ability to prioritize, organize, and perform work independently.
Ability to compose and prepare routine and more complex correspondence.
Ability to do complex numerical work in budgeting and payroll.
Ability to supervise the work of subordinates on a continual or intermittent basis.
Ability to communicate ideas effectively, both verbally and in writing.
Ability to investigate and recommend alternative funding sources such as grants and donations that would assist the department.
Proficiency in Microsoft Office (Word, Outlook Calendar, Excel, Access, PowerPoint).
Ability to act as the department’s designated Freedom of Information Act (“FOIA”) Officer and processes FOIA requests.