Administrative & Activities Specialist

BOCC Bay County Board of County Commissioners; United States; On-site; USD 42,000 - 62,000; Full time

Job summary

BOCC Bay County Board of County Commissioners is seeking an experienced administrative professional for the Parks & Recreation Division. You will process facility use paperwork, manage payroll and invoices, and maintain records.

The role requires strong MS Word, Excel, and Outlook skills, plus excellent written and oral communication, with on-site work in Panama City. Responsibilities include budget assistance, public event coordination, and monthly KPI reporting from Cartegraph CMMS.

Qualifications

• High school diploma or equivalent required.
• Five years’ experience in an administrative capacity or related field.
• Possession of Florida driver license or ability to obtain one.

Responsibilities

• Oversee administrative work of the Parks & Recreation Division, including processing paperwork for facility use.
• Handle payroll and track invoices; manage accounts receivable and revenue.
• Maintain Cartegraph CMMS database and generate monthly KPI reports.
• Coordinate scheduling of leagues and tournaments using RecDesk; assist with events and budget prep.

Skills

MS Word

Excel

Outlook

Communication skills

Cash handling

Payroll

Project management

Education

High school diploma or equivalent

Job description

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 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: [phone] Website 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. Our Work Experience is the combination of everything that’s unique about our culture, our core values, our company meetings, our commitment to success, our recognition programs, but most importantly, it’s our people. Our employees are self-disciplined, hardworking, curious, trustworthy, humble and truthful. They make choices according to what is best for the team, they live for opportunities to collaborate and make a difference, and they make us the #1 Top Workplace in our area.