Administrative Specialist 30 (Parks & Recreation)

City of Lansing; Lansing (MI); On-site; USD 42,000 - 66,000; Full time

Job summary

The City of Lansing is seeking an Administrative Specialist 30 to support Parks & Recreation Administration, focusing on office accounting, bookkeeping, and confidential liaison work with the Director and community groups.

The role requires 3–5 years in scheduling, accounting tasks, and proficiency in RecTrac, Laserfiche, City Works, and MS Office. A valid driver’s license is required, with equal opportunity employment.

Qualifications

• Requires an Associate Degree in Business/Accounting or related field.
• 3–5 years in scheduling, bookkeeping, or accounting tasks.
• Valid driver’s license and good driving record.

Responsibilities

• Provide administrative, clerical, and training support for the department.
• Balance cash deposits and generate reports using RecTrac.
• Prepare letters, resolutions, and documentation for City Attorney review.
• Create and maintain spreadsheets and PowerPoint presentations for budgets and CIP.
• Enter and upload documents in Laserfiche; monitor council schedules.

Skills

Administrative support

Liaison

Staff training

Cash handling

Office software

Report generation

Public sector experience

Education

Associate Degree in Business/Accounting

Tools

RecTrac

Laserfiche

Civic Clerk

City Works

Microsoft PowerPoint

Microsoft Word

Microsoft 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. If you are confident in those areas and thrive in a public, customer friendly environment, we encourage you to apply.

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.