Administrative Coordinator- Aquatics

City of Farmington; Farmington (NM); On-site; USD 26,000 - 32,000; Full time

Job summary

City of Farmington is seeking an Administrative Coordinator for the Aquatics program at the Aquatics Center. This role supervises front desk and aquatic staff, manages registrations, finances, and reporting.

Excellent customer service and organization are essential, as is ensuring proper payroll entries and compliance with city policies. The position requires a high school diploma, knowledge of bookkeeping, and familiarity with aquatic programming.

Qualifications

• High school diploma or GED with emphasis in business.
• Strong office skills with experience in typing, computer, calculator, telephone and related office machines.
• Knowledge of general bookkeeping procedures.
• Must have thorough knowledge of aquatic programming or ability to obtain it.
• Ability to communicate effectively orally and in writing.
• Ability to work harmoniously with co-workers and interact with patrons.

Responsibilities

• Supervise and schedule front desk personnel and Aquatics staff.
• Train cash-handling employees in City policies.
• Establish and maintain positive relationships with staff and the public.
• Prepare reports for decision-making and monitor monthly expenditures.
• Prepare attendance and revenue reports daily, monthly, and yearly.
• Submit daily financial documentation and deposits to Finance on schedule.

Skills

General office skills

Bookkeeping

Customer service

Aquatics programming

Communication

Public interaction

Payroll entry

Cash handling

CPR/First Aid

Red Cross swimming

Driver's license

Education

High school diploma / GED (business emphasis)

Tools

Microsoft Word

Microsoft Excel

Calculator

Computer basics

Job description

JOB OPENING

CITY OF FARMINGTON

JOB POSTING #149: ADMINISTRATIVE COORDINATOR - AQUATICS

NUMBER OF VACANCIES: 1

DEPARTMENT: Parks & Recreation

WORK LOCATION: Aquatics Center

HIRING RANGE: $18.73 - $23.05/hourly

PAY GRADE: H

TYPE OF POSITION: Regular, Full-Time

DAYS WORKED: Varies

HOURS WORKED: Varies

APPLICATIONS RECEIVED UNTIL: Until Filled

JOB DUTIES

ESSENTIAL DUTIES

• Under supervision of the Aquatics Director, the Administrative Coordinator is responsible for supervising, scheduling, development, training and organizing workload of all front desk personnel, and Lake Farmington personnel.
• In charge of training cash-handling employees in City Policy.
• Using excellent customer service skills, establishes and maintains effective working relationships with other employees, officials, and all members of the general public
• Prepares a variety of reports and related information for decision-making purposes, including monitoring monthly expenditure budget.
• Prepares daily, monthly and yearly attendance and revenue accounting reports.
• Ensures daily revenue close outs are completed and balanced.
• Assists and responds to public inquiries and complaints about aquatics programs made in person, by telephone, or through correspondence.
• Ensures that all daily financial documentation, and deposits are submitted to the City's Finance department as scheduled.
• Responsible for participants registration in various aquatic activities and teams, including record keeping, tracking and collecting fees, dues, and registration forms.
• Responsible for working closely with the City Marketing department to design, update, and release brochures, passes, and other promotional documents related to the municipal pools, and Lake Farmington.
• Collect, process, and file all P-Card statements in a timely manner to the Finance Division.
• Responsible for the management, inventory, and purchasing of necessary safety, office, janitorial, and recreation supplies under the supervision of Aquatics Management.
• Responsible for the scheduling, and management of contract regular employees.
• Responsible for checking timesheets for accuracy, and entering all of payroll for the municipal pools.
• Records, organizes, and updates all Red Cross materials.
• Obtains Environmental Department Food Permits for any special event.
• Teaches aquacise (as assigned).
• Completes necessary employee evaluations.
• Prepare requisitions for expenditures related to budgetary expenses, including expenses for special accounts.
• Responsible for inputting invoices, FPO's, and money orders.
• Performs a variety of miscellaneous receptionist duties such as greeting customers, answering phone, collecting fees, running errands, picking up supplies needed for activities, making arrangements for use of pool, helping set up for classes, events, etc.
• Assists in supervising activities throughout Aquatic Facilities.
• Assists in the planning, purchasing, marketing, announcing, and running of Aquatic Programs, and projects.
• Operates a motor vehicle to assist in carrying out the business of the department and the City.
• Attendance at work is an essential function of this position.

NON-ESSENTIAL DUTIES

• Serves as a member of various employee committees, as assigned.
• Gathers information for media newsletters and flyers; organizes, proofs and arranges for printing of newsletter.
• Performs custodial and cleaning duties of pool facility.

The duties listed above are intended only as illustrations 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

• This position is subject to the City's Drug and Alcohol Free Workplace Program. This includes: pre-employment testing, post-accident testing, reasonable suspicion testing, return-to-duty testing, and follow-up testing.
• Graduation from high school or GED equivalent with an emphasis in business.
• Considerable knowledge of general office skills with experience in typing, computer, calculator, telephone and related office machines.
• Knowledge of general bookkeeping procedures.
• Must have thorough knowledge and understanding of aquatic programming, or the ability to obtain such.
• Ability to communicate effectively orally and in writing.
• Ability to work harmoniously with co-workers and be able to interact with patrons in a pleasant and positive manner.
• Ability to establish and maintain effective working relationships with employees, supervisors, other agencies, participants, instructors, volunteers, and the general public.
• Background in recreational activities preferred, but not required.
• Valid New Mexico driver's license with acceptable driving record for the past three years or state of current residency.
• Extensive background checks required.
• Must have ability to work a varied shift including weekends and holidays.
• Skill in operation of listed tools and equipment.
• Must be certified in CPR/First Aid/AED or have ability to obtain such within the first year of employment.
• Must possess Red Cross Level III swimming skills or ability to obtain such within the first year of employment.
• Knowledge of Aquatic Safety equipment or ability to obtain such within the first year of employment.
• This position has the responsibility to participate in and comply with the City's Environmental, Health, and Safety program.

TOOLS AND EQUIPMENT USED

Personal computer, including Microsoft word and excel software; calculator; copy and fax machine; aquatic safety equipment; phone; mobile or portable radio; automobile.

PHYSICAL DEMANDS

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

While performing the duties of this job, the employee is frequently required to walk, sit and talk or hear. The employee is occasionally required to use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee occasionally works in outside weather conditions. The employee is occasionally exposed to wet and/or humid conditions, toxic or caustic chemicals.

The noise level in the work environment is moderately quiet while in the office, and moderately loud when in the field.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER, M/F/D/V.