Administrative Specialist 30 (Parks & Recreation)

City-of-Lansing,-Michiga; Lansing (MI); On-site; USD 42,000 - 62,000; Full time

Job summary

The City of Lansing is seeking an Administrative Specialist 30 to provide comprehensive administrative support for the Parks & Recreation Department. You will serve as the liaison to the Director and community groups while leading the administrative support staff to meet department needs.

You will manage reporting, accounting tasks, budgeting materials, and document control using Laserfiche, City Works, and Microsoft Office tools. A valid driver’s license and related experience are required.

Qualifications

• Associate degree in Business/Accounting or related field with 3–5 years in scheduling, bookkeeping, accounting, or AP/AR.
• Must possess and maintain a valid driver’s license and meet city driving record standards.

Responsibilities

• Provide administrative, clerical, and training support; liaise with department directors, staff and outside agencies.
• Process daily to year-end reporting of transactions, rentals, fees, and class registrations; balance cash and prepare deposits.
• Create and maintain spreadsheets and presentations for capital improvement projects and budget materials.
• Upload council resolutions into Laserfiche; coordinate with City Attorney on language and schedule passage.
• Prepare and manage licenses, leases and contracts; track expirations and prepare new documents.
• Train and supervise staff on deposits and cash handling procedures; audit deposits and maintain account numbers.
• Enter online work orders and requests in CityWorks for facilities, events and repairs.
• Demonstrate proficiency with Laserfiche, Civic Clerk, City Works, PowerPoint, Word.
• Obtain bids, research costs, draft memos for purchases; track deliveries and inventory.

Skills

Administrative support

Bookkeeping

Payroll

Budgeting

Reporting

Supervising staff

Liaison

Education

Associate degree in Business/Accounting

Tools

Laserfiche

Civic Clerk

City Works

PowerPoint

Microsoft Word

Excel

Job description

The City of Lansing Parks & Recreation Department Administration Office is seeking an Administrative Specialist 30 to showcase a variety of skills and abilities that will contribute to the success of their team. This is a perfect opportunity crafted for any individual who possesses administrative support skills and specializes in office aspects of Accounting, Bookkeeping Payroll functions as areas of expertise. The individual in this position will serve as the liaison to the Director of Parks & Recreation and community support groups; all while serving as the lead worker to administrative support staff members who, together, ensure community center operational and business needs for residents and the public are met.

Responsibilities include but not limited to

• Provides a wide range of administrative, clerical, and training support for the department and serves as liaison between other department directors, city staff and outside agencies by scheduling meetings, generating reports and creating presentations
• Processes daily, weekly, monthly and year end reporting of transactions, rentals, fees, class registrations and attendance reports. Generates RecTrac reports to balance cash drawer and prepares weekly deposits ensuring proper accounting of funds. Determine discrepancies with web deposit and refund duplicates on web payment portal. Composes letters and prepares paperwork to Economic Crime Unit for NSF check collection
• Create and maintain spreadsheet and PowerPoint of ongoing Capital Improvement Projects for the department to be used for budget presentations to park board, finance, mayor’s office and city council.
• Create and upload city council resolutions into Laserfiche, work with City Attorney for approval of resolution language and monitor council meeting schedule for the resolution passage
• Author licenses, leases and contracts on behalf of the department and collaborates with the City Attorney on edits. Maintains a spreadsheet on status and expiration dates for these documents and prepares new documents in advance of expiration.
• Train and supervise staff work on deposits, balancing of cash drawers and use of proper account numbers in RecTrac by auditing deposits, creating manuals and conducting one on one and groups trainings.
• Enter online work orders for Building Maintenance, Park Maintenance using City Works for Parks and Recreation facilities, special events, repairs and various other department needs.
• Demonstrate proficiency and/or have familiarity in utilizing Laserfiche, Civic Clerk, City Works, and Microsoft PowerPoint software.
• Obtain bids, research costs and utilize the City of Lansing Procurement Card to purchase equipment, furniture and supplies when needed. Analyzes bids, obtains quotes and drafts recommendation memos for purchases above the level of the procurement card purchase. Maintain spreadsheet for purchases, deliveries and pick up of items such as portable toilets.
• Author and prepare memos/letters, reports and resolutions on behalf of department director, Mayor, City Attorney and others as requested utilizing Microsoft Word software.
• Operates as lead worker to additional administrative support as needed. Maintains department calendar of due dates, meeting schedule, events and other department deadlines

Candidates for consideration may qualify with

• Associate Degree in Business, Business Administration, Accounting, Bookkeeping or a related field AND
• And three (3) to five (5) years of experience in scheduling, bookkeeping, accounting, accounts payable/receivable tasks with the ability to track expenditures.
• Or an equivalent combination of training and experience.
• Must possess and maintain a valid driver's license and meet the City's driving record standard.

The City of Lansing is an Equal Opportunity Employer

The City of Lansing provides reasonable accommodation to applicants and employees with disabilities where appropriate. If you need reasonable accommodation for any part of the application and hiring process, or during employment, notify the Department of Human Resources at [phone]. Determination on requests for reasonable accommodation will be made by case-by-case basis.