Administrative & Activities Specialist

Bay County Board of County Commissioners; Lansing (MI); On-site; USD 29,000 - 50,000; Full time

Job summary

Bay County Board of County Commissioners in Florida seeks an experienced administrative specialist to oversee Parks & Recreation division operations, managing paperwork, payroll, and revenue tracking. The role requires strong organizational skills and proficiency with CMMS and RecDesk.

The position includes coordinating leagues, event contracts, and budget development while supporting public information initiatives and program administration.

Qualifications

• Possess a high school diploma or the equivalent.
• Five (5) years’ work experience in an administrative capacity or related field.
• A comparable amount of training and/or experience may be substituted.

Responsibilities

• Monitors and oversees the administrative work of the Parks & Recreation Division, processing paperwork for facility use to ensure policy compliance.
• Assumes responsibility for accounting duties including payroll and processing invoices.
• Responsible for division accounts receivable and revenue tracking.
• Maintains CMMS database and generates monthly KPI reports for department performance.
• Coordinates scheduling of leagues and tournaments via RecDesk software.
• Coordinates event contracts, insurance, set-up/take down, and site inspections.
• Assists in coordinating and publicizing county recreational activities and special events.
• Assists in managing County Sports and Athletic Programs and their administration.

Skills

MS Word

Excel

Outlook

Oral and written communication

Payroll processing

Education

High school diploma or equivalent

Tools

Cartegraph CMMS

RecDesk

Job description

SALARY:

$20.69 - $36.22

NATURE OF WORK

Grade:

BOCC-B80-5 a

Job Class:

3 - Technicians (EEO-1 Job Categories-United States of America), Tier 2 - Normal duties would include preparation of and recovery from disasters Must be able to report to work when summoned (or pre-assigned time- or not later than 12 hours after the storm passes if not called in Provided with food, water, provisions EVACUATION PLAN/SHELTERS (Tier Status)

Worker Comp Code:

9102 - Park NOC - All Employees & Drivers (United States of America)

EEO Classification:

3 - Technicians (EEO-1 Job Categories-United States of America)

JOB TYPE:

Employee

NATURE OF JOB:

ESSENTIAL FUNCTIONS & RESPONSIBILITIES:

• Monitors and oversees the administrative work of the Parks & Recreation Division, including preparing, receiving, processing, and tracking all paperwork associated with use of County Recreation facilities to ensure compliance with all County policies.
• Assumes responsibility for various accounting duties and responsibilities including payroll, and tracking and processing invoices.
• Responsible for the division’s accounts receivables and revenue tracking.
• Maintains files and records of office correspondence, documents, reports and other materials.
• Maintains Cartegraph Computer Maintenance Management Software (CMMS) database to generate monthly reports to measure departmental effectiveness as related to designated Key Performance Indicators and performance measures.
• Coordinates the scheduling of recreational leagues and sports tournaments through the utilization of RecDesk software.
• Coordinates the processing of event contracts, insurance, set-up/take down, user fees, site plans, route maps, support services, and site inspections.
• Assists in the coordination and publicizing of County recreational activities and special events.
• Assists in the management of County Sports and Athletic Programs and the administration thereof.
• Assists in the preparation of the Parks & Recreation Division operational budget.
• Assists in the preparation of fee structures for use of facilities. Maintains public information program on all aspects of recreation.
• Assists in the planning and organizing of special events.
• The employer may add to or change duties at any time and as determined by the County and its leaders to best ensure that the public is served through the work of the Department.
• Performs other related duties as assigned.

MINIMUM QUALIFICATION REQUIREMENTS:

• Possess a high school diploma or the equivalent; AND
• Five (5) years’ work experience in an administrative capacity or a related field.
• A comparable amount of training and/or experience may be substituted for the minimum qualifications.

LICENSES AND/OR CERTIFICATIONS:

Possession of or ability to obtain and maintain a valid Florida driver license upon offer of employment with a driving record acceptable to the County Driving Policy and insurance program.

KNOWLEDGE, SKILLS, & ABILITIES:

• Knowledge of and ability to apply the principles and practices of operations, maintenance, marketing and administration of athletic and recreational programs and facilities.
• Knowledge of facilities used in public parks and recreational activities and athletic facilities.
• Knowledge of equipment and supplies used in public parks and recreational activities.
• Knowledge of cash handling and cash accounting procedures.
• Knowledge of project management and organizational skills.
• Ability to have excellent oral and written communication skills.
• Proficient in MS Word, Excel, and Outlook.
• Ability to meet and deal tactfully with the general public and to express oneself effectively both orally and in writing.
• Ability to establish and maintain effective working relationships with other staff members, the general public and County officials.
• Ability to work and maintain reliable full-time attendance.
• Ability to comprehend, speak, and read the English language.
• Ability to have and maintain good interpersonal and communication skills to deal with the public.

PHYSICAL REQUIREMENTS/ENVIRONMENTAL CONDITIONS:

Work is primarily performed in an indoor, climate-controlled environment and requires moderate exposure to disagreeable elements (e.g., irate customer, extreme noise, heat, odors, heights and/or dust).

This is primarily office work requiring limited physical effort. This position requires stooping, crouching, walking, pulling, lifting, grasping, hearing, visual acuity (i.e. seeing up close, seeing far away, depth perception), kneeling, reaching, pushing, talking, standing, climbing, finger movement, repetitive motions. Frequent lifting of 10 to 15 pounds; occasional lifting of up to 25 pounds, and may require lifting up to 50 lbs.

SPECIAL REQUIREMENTS:

• Evening and weekend work may be required

WORK LOCATION:

Not Eligible for Remote Work - This position is assigned to a county worksite. Due to the non-portable nature of the essential functions of this position, this position is not eligible for telework.

Employer:

BOCC Bay County Board of County Commissioners

Address:

Human Resources Department

840 W. 11th Street

Panama City, Florida, 32401

Phone:

850-248-8201

Bay County is an Equal OpportunityEmployer and does not discriminate basedon race, color, religion, sex (includinggender identity and pregnancy), nationalorigin, age, disability, genetic information,sexual orientation, or parental status.

*Salary/Hourly wages are determined by verifiable experience.