Job description
Brief Description
Job Summary
Under general direction and in compliance with standard operating procedures and policies, coordinates department work procedures and makes recommendations to improve efficiency and effectiveness of operations. Assists with the administrative functions and office duties for the division. Documents, monitors and reports on training and certification records for division personnel in accordance with all City, county and state certification and licensing requirements. Serves as Parks liaison for all parks related accreditation activities, projects, and processes of all standards necessary to achieve and retain national accreditation through the National Recreation and Parks Association (NRPA). Assists with department finances, including maintaining department budget and expense reports. Coordinates the procurement of division materials and supplies, including management of RFP and IFB processes. Manages and recruits all parks volunteers including scheduling and leading of volunteer projects.
Job Duties
Essential Functions
Essential Functions
% of Time
Perform Assigned Administrative Duties: Enter service requests and respond to general inquiries from internal and external customers. Provide backup support for other various service request entries. Monitor and report on outstanding or unassigned service requests in the work management system. Assist with closed work orders by verifying completion and accuracy of records. Maintain a record of all department permits and Occupational Safety and Health Administration (OSHA) reports. Manage departmental and division files. Monitor and maintain records retention, electronic files, folders and equipment, vehicle and asset inventories for the division. Maintain Personal Protective Equipment (PPE), safety equipment, sensitive materials and supplies for division. Implement, monitor, and improve the division’s deployment of the Cityworks platform. Provide Cityworks and MapIt! training and support to the field staff to ensure the continued deployment of the platform. Run reports, projections, and analysis of Cityworks data as needed. Plan, coordinate, and oversee all parks related accreditation activities, projects, and processes necessary to achieve and retain national accreditation through the NRPA. Conduct various research projects. Manage office and technological equipment as well as coordinate service needs with vendors. Manage professional services and maintenance contracts including soliciting and receiving quotes for various departmental needs. Assists with department finances, including maintaining department budget and expense reports. Support the Parks and Grounds Administrator with general administrative needs as necessary including special projects as assigned. Provide back-up support to the department and division Administrative Assistant.
40%
Coordinate Procurement: Coordinate the procurement of chemicals (e.g., herbicides and pesticides), annuals/perennials, equipment, tools, uniforms, mulch, general materials and supplies, contracted services, and other approved/budgeted needs in compliance with the Office of Management & Budget (OMB) and City policies and procedures. Draft, process and oversee bid solicitation and selection process in coordination with PRT and OMB staff. Work in conjunction with Parks and Grounds staff, to receive deliveries and ensure materials received are consistent with order specifications and distributed in a timely and appropriate manner.
30%
Coordinate Recruitment of Volunteers: Recruit and solicit community volunteers, non-profit groups and corporate groups for park volunteer projects and workdays. Organize and implement ongoing volunteer projects and workdays including onsite coordination and direction at volunteer events. Maintain regular and ongoing communication with volunteers and volunteer groups in order to develop strong networks within the local community to increase visibility and volunteer awareness within the parks system. Attend and provide administrative support as needed for neighborhood and park community groups. As directed, attend job fairs and participate in meetings with outreach organizations and educational groups.
15%
Coordinate Employee Safety Training and Maintain Training Records: Plan, organize and schedule all division training activities. Document and monitor Parks and Grounds personnel training and certifications in accordance with all City, county and state certification and licensing requirements. . As directed, assist in enrolling employees in training classes, conferences, making reservations, processing forms, etc. Track attendance and completion of seminars and trainings, including required internal department training as well as training through external agencies. Maintain calendar of recurring training requirements for all division staff and schedule trainings accordingly. Coordinate with superintendents and supervisors on education and training relative to safety trends and indicators. Track driver’s license, medical card, and other relevant license/certification expiration dates and notify employees and their supervisors of the need to update when necessary. Work with Risk Management to ensure safety documents are in compliance and up to date.
15%
Perform other duties as assigned.
Qualifications
Job Requirements
Associate degree in business, management, public administration, or a related field or any equivalent combination of education, training, and experience, which provides the requisite knowledge, skills, and abilities for the job.
Over four (4) years of experience working in a high-level administrative support capacity, including office management experience and experience with business software applications (e.g., database management, spreadsheets, graphic presentations, etc.).
Preferred Qualifications
Bachelor's degree in business, management, public administration, or a related field.
Driver's License Requirements
Valid South Carolina Class D Driver's License.
Performance Requirements
Knowledge of:
Department operations, structure, and responsible parties, as well as applicable policies and procedures.
Applicable local, state, and federal laws, codes, and regulations.
Customer service principles and practices and office management operations.
Computer research techniques, methods, and procedures.
Electronic financial systems, Microsoft Office Suite, and related software.
Ability to:
Develop and maintain cooperative and professional relationships with employees and all levels of management to include representatives from other departments, external organizations, and the general public.
Provide supervision, leadership, training, and direction for volunteers.
Appropriately handle confidential information.
Use effective judgment in discussing and resolving customer related issues consistent with City and department policies and procedures.
Communicate basic to complex ideas verbally and in writing in a clear, concise and professional manner; prepare written reports and presentations, summarize meeting minutes, and compose emails, business letters, and various correspondence.
Review, proofread, and/or edit assigned work products to ensure correct grammar and consistency of format.
Respond appropriately to public inquiries and present a positive public image
Maintain excellent organization and attention to detail; develop and maintain filing systems; and maintain complex records using a variety of source materials.
Manage multiple projects and perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines with frequent interruptions and changes in priorities.
Perform routine office management details without referral to supervisor, as well as plan and organize own work.
Seek out ways to streamline and improve workflow processes.
Make intermediate level mathematical calculations and draw logical conclusions.
Develop accounting data in preparation of reports and statements, track and reconcile expenditures, as well as ensure accuracy of invoices and other related documents.
Operate general office equipment to include scanner, printer, copier, telephone, and computer with Microsoft Office Suite.
Utilize specialized software and systems in performance of job duties which may include work management system, mapping system, and purchasing and financial systems.
Other Information
Working Conditions
Primary Work Location: Office environment.
Protective Equipment Required: None.
Environmental/Health and Safety Factors:
Relatively free from unpleasant environmental conditions or hazards.
Physical Demands:
Constantly requires hearing, vision, talking, fine dexterity, reaching, twisting, and sitting. Frequently requires bending, crouching/stooping, standing, and walking. Occasionally requires carrying, handling/grasping, lifting, pushing/pulling, kneeling, and balancing. Light strength demands include constantly exerting up to 10 pounds, frequently exerting up to 20 pounds, and occasionally exerting between 20-50 pounds.
Mental Demands:
Constantly requires frequent change of tasks. Frequently requires performing multiple tasks simultaneously, tedious or exacting work, noisy/distracting environment, and working closely with others as part of a team. Occasionally requires time pressures and working an irregular schedule/overtime.
Americans with Disabilities Act Compliance
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