Administrative Coordinator

City of Waxahachie; Waxahachie (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

City of Waxahachie, Parks and Recreation Department, seeks an administrative assistant to handle a wide range of clerical duties and support the Department Director. The role involves customer service, billing, records, and office operations in a public-facing environment.

Responsibilities include coordinating facility rentals, preparing promotional materials, updating the department website, and assisting with expenses and payroll records.

Qualifications

• Proficiency in office procedures and equipment.
• Strong written and oral communication.
• Ability to manage records and payroll-related documents.

Responsibilities

• Assist staff with daily admin and program operations for Parks and Recreation.
• Provide information to the public, especially on facility rentals.
• Prepare promotional materials for brochures and press items.
• Schedule rentals and coordinate community programs and corporate use.
• Operate office equipment and handle data entry and reporting.
• Assist with department expenses and purchase orders; reconcile with receipts.
• Maintain filing systems and payroll records; track time off.
• Update and monitor the department website.
• Follow attendance policies and maintain professional conduct.
• Coordinate cemetery activities and sales with related parties.

Skills

Office administration

Communication skills

Record keeping

Customer service

Typing

Education

High School diploma or GED

Parks and Recreation experience preferred

Tools

MS Office

Office software

Job description

DEFINITION

Under general direction, perform a wide range of responsible administrative and secretarial work in support of the Department; type, file, process and distribute a variety of documents and correspondence; answer telephones and respond to requests for information; provide administrative support and assistance to the Department Director; and perform other duties as assigned.

DISTINGUISHING CHARACTERISTICS

This position will handle phone inquiries; respond to complaints and resolving conflicts; making reservations; and handle monthly billing. Additionally, the position will perform administrative duties, including but not limited to; record keeping, reporting, purchasing, and program budgets.

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

• Assists assigned staff with administrative and program operational duties in the daily operation and management of the Parks and Recreation department.

• Provides information to the public about all parks and recreation facilities; specifically focusing on the Facility rentals.
• Prepare information for the brochures, providing news releases, information bulletins, special announcements, posters, and other promotional materials for the Parks and Recreation departments for the Communications and Marketing Department to publish.
• Schedules and oversees rental of facility accommodations, community programs, and corporate use.
• Operate a variety of office equipment including, computers, scanners, copiers, mail machine, facsimile machine; input and retrieve data and text; complete various reports.
• Responds to public requests and inquiries efficiently and effectively; and transports various reports and supplies to other departments, organizations, and general public.
• Assist in monitoring department expenses; processes purchase orders and credit card statements reconciling with invoices and receipts.
• File documents, reports and correspondence for the department; maintain filing system; maintain records including personnel; prepare payroll records; maintain employee time-sheets and records of vacation and sick leave.
• Responsible for updating and monitoring the Parks and Recreation department website.
• Adheres to assigned work schedule as outlined in the Department and City attendance policies and procedures; ensures all behaviors comply with the City’s Personnel Policy
• Assist with the sale of cemetery plots, record keeping of cemetery sales and services, and general coordination of cemetery activities with funeral homes, monument companies, and any other related parties.

EMPLOYMENT STANDARDS

Knowledge of:

• Knowledge of recreation and event programming and development techniques.
• Knowledge of supplemental funding application and administration techniques.
• Knowledge of computers and related equipment, hardware and software.
• Knowledge of City policies and procedures.
• Skill in effective oral and written communications.
• Skill in planning and implementing sectional procedures and objectives.
• Skill in effectively supervising and delegating duties to assigned staff.
• Skill in resolving customer complaints and concerns.

Ability to:

• Operate a variety of modern office equipment in a safe and effective manner.
• Develop, administer and maintain an efficient records management system.
• Comply with all posting and publication guidelines.
• Type at a speed necessary for successful job performance.
• Interpret and apply Federal, State and local policies, laws, and regulations.
• Understand and follow oral and written instructions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Education, Training and Experience

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.

• High School diploma or GED
• Three (3) years of increasingly responsible clerical/secretarial experience.
• Parks and Recreation experience preferred

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is frequently required to lift up to 20 pounds unaided.

Specific vision abilities required for this job include close vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied/abusive individuals.

Work Environment:

The employee works in an office environment where the noise level is usually quiet. Certain positions within the classification may require availability to work flexible schedule.