Administrative Office Coordinator - Parks and Recreation

City-of-Delray-Beach,-Fl; Delray Beach (FL); On-site; USD 32,000 - 52,000; Full time

Job summary

City of Delray Beach is seeking an administrative support professional to handle front desk operations at City Hall and support the Parks and Recreation Department. The role involves producing newsletters, presentations, and other materials with design software and digital media tools.

The ideal candidate has an Associate degree or higher, 3+ years budgeting or accounting experience (or 5+ years of clerical support with strong English and computer skills).

Qualifications

• Two-year college with an Associate degree in Accounting, Economics or Business Administration and 3+ years budgeting or moderately complex accounting work, OR a High School Diploma and 5+ years of clerical support experience.
• Knowledge of business English and spelling; and ability to operate a computer with MS Office Suite, design software and digital media tools.
• Ability to follow written and verbal instructions, prepare documents, and communicate professionally.

Responsibilities

• Oversee front desk operations at City Hall and serve as back up to the Community Center, directing customer service staff and scheduling.
• Compile weekly updates from Parks and Recreation divisions for management reporting.
• Coordinate and prepare the department's monthly newsletter and other communications using design software and digital media tools.
• Prepare reports, spreadsheets, correspondence, presentations and other administrative documents.
• Backup for departmental deposits, refunds, and credit card transactions including reconciliation and documentation.
• Serve as a department resource for RecTrac and other administrative systems; provide staff support and troubleshooting.
• Coordinate with Parks and Recreation divisions and other City departments to support departmental operations; attend meetings and assist with projects.
• Work City events, holidays and some weekends as required.

Skills

MS Word

MS Excel

MS Outlook

Design software

Creative digital media tools

Customer service

Organizational skills

Communication skills

Education

Associate degree in Accounting, Economics or Business Administration

High School Diploma or GED

Tools

MS Word

MS Excel

MS Outlook

Design software

Creative digital media tools

Job description

Veterans' Preference Applies

EEO Statement

The City of Delray Beach does not discriminate on the basis of race, color, national origin, sex, religion, age or disability, marital status, family status or sexual orientation in employment or the provision of services

Non-Smoking

The City of Delray Beach is a Non-Tobacco Workplace. The City will not consider applicants who have used tobacco or nicotine products for a period of at least three months prior to application for employment. The definition of "tobacco or nicotine products" includes but is not limited to, cigarettes, cigars, chewing tobacco, pipes, snuff, e-cigarettes and nicotine patches or gum.

This is an administrative support position providing advanced administrative, operational, and customer service support to City Hall and the Parks and Recreation Department. This work involves proficiency of basic marketing, visual communication, and digital content development with the ability to create clear, engaging, and professional newsletters, presentations, and other informational materials. This administrative position requires strong organizational skills to coordinate a wide variety of administrative operations including customer relations and marketing materials and oversees front desk operations under the direction of supervisor or designee.

• Under the direction of the supervisor, oversees front desk operations at City Hall and serves as back up to the Community Center. Provides direction to Customer Service Assistants, including scheduling, training, support, and customer service standards.
• Maintain front desk coverage for daily operations, covering all breaks, absences, and vacations as needed. Assist visitors, answer and route calls, and direct customers to appropriate City departments.
• Compile weekly updates from Parks and Recreation divisions for management reporting.
• Coordinate and prepare the department's monthly newsletter and other department-wide communications highlighting programs, events, projects, facilities, and accomplishments using design software, creative digital media tools, and City systems.
• Prepare reports, spreadsheets, correspondence, presentations, and other administrative documents.
• Serve as backup for departmental deposits, refunds, and credit card transactions, including reconciliation and required documentation.
• Serve as a department resource and super user for RecTrac and other administrative systems, providing staff support and routine troubleshooting.
• Coordinate with Parks and Recreation divisions, other City departments, vendors, and outside organizations to support departmental operations. Attend meetings and assist with departmental projects, initiatives, and special assignments as directed.
• Work City events, holidays, and some weekends as required and assigned.
• Perform all functions and responsibilities according to the Palm Beach County Code of Ethics and Florida State Statutes 112.313.
• Fosters positive employee relations and employee morale on a City-wide basis.

Graduation from an accredited two-year college with an Associate degree in Accounting, Economics or Business Administration with three (3) years or more experience in budgeting and/or moderately complex accounting work., Or a High School Diploma or GED certificate and five (5) years or more of verifiable work experience involving staff assistance and advanced clerical support.. Knowledge of business English and spelling. Knowledge of office practices and procedures. Ability to understand and follow oral and written instruction. Ability to make arithmetic computations and tabulations accurately and with reasonable speed. Skill in typing accurately. Skill in the use of data input equipment. Ability to work on projects independently. Ability to follow written and verbal directives. Skill at interpersonal relationships. Knowledge of business English, spelling and punctuation, in order to prepare documents and compose letters, etc. Knowledge of the Department’s and City's policies, procedures, practices and codes (if required). Ability to operate a computer, knowledge of MS Office Suite, design software, and creative digital communication tools. Ability to communicate using speaking, hearing and visual skills. Ability to analyze a variety of administrative problems and to make sound recommendations. Ability to supervise and schedule clerical staff. Abilityto manage and prioritize routine, specialized and complex assignments and problems utilizing knowledge acquired through prior education, training, and experience. Ability to communicate effectively in oral and written form. Ability to adapt to an evolving and continually improving environment. Requires demonstrated ability to utilize personal computer and office software such as MS Word, MS Excel and MS Outlook design software(s), and digital media tools.

The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a professional image in accordance with the organization’s mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful and courteous manner when engaged in any activity with the public; operate and care for equipment to manufacturer’s specifications and/or within the specified parameters; demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues.

Physical Demands/Work Environment:

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. The work environment characteristics described 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 is frequently required to sit and talk or hear, use hands to finger, handle, feel, or operate objects, tools, or controls, and reach with both hands and arms. The employee is occasionally required to walk, kneel, bend, stoop and stand. The employee must occasionally lift and/or move up to 15 lbs. Specific vision abilities required by this job include close vision and the ability to adjust focus. Ability to sit at a desk and view a display screen for extended periods. Work inside in an office environment Working outside on evenings, weekends and some holidays is required