Senior Administrative Assistant

York County; Yorktown (VA); On-site; USD 48,000 - 64,000; Full time

Job summary

York County in Virginia is seeking an experienced administrative professional to coordinate the Parks and Recreation Division's front-office functions and policy implementation. The role requires discretion and the ability to manage inquiries from citizens and staff, while maintaining awareness of all division activities.

The position may be on-call for emergencies and may involve duties at emergency shelters as directed. Strong budgeting, payroll, and staff supervision skills are essential.

Qualifications

• High School Diploma and five years of experience in administrative work.
• Ability to coordinate complex administrative tasks with discretion.
• Experience in budgeting, payroll, and front-office operations.

Responsibilities

• Coordinate administrative policies and oversee division front office operations.
• Supervise administrative staff and assign work and evaluate performance.
• Handle social media posting for department marketing and respond to inquiries.
• Manage budget inputs, monitor expenditures, and assist with annual operating budget.
• Process invoices, payments, and purchase orders; maintain financial records.
• Oversee revenue collection and prepare financial reports for leadership.
• Provide internet/intranet support and train staff on software systems.
• Notary Public duties as applicable and needed.

Skills

Coordination

Organization

Discretion

Staff supervision

Customer inquiries handling

Education

High School Diploma with college coursework

Tools

Microsoft Office Suite

Parks and Recreation software systems

Job description

Responsible for coordinating complex administrative responsibilities and functions for the Parks and Recreation Division, requiring coordination, organization, and discretion for performing specialized administrative work. Responds to various inquiries from citizens and staff concerning programs, policies, or situations based on knowledge gained through experience. Exercises professional judgment, courtesy and tact in responding to inquiries. Requires awareness of all activities and programs of the division.

This position requires an on-call status in emergency situations such as hurricanes, and may be assigned to work in emergency shelters, or other designated areas as directed by the Emergency Operations Center.

Responsible for managing the overall operations of the front office.

Coordinates and directs administrative policies and procedures for the division; supervises administrative staff and performs necessary administrative tasks needed, such as appropriately posting and navigating on acceptable social media platforms for county/department marketing purposes, issuing work assignments, maintaining leave and attendance, and conducting performance evaluations on direct reports.

Performs fiscal duties for the division to include reviewing invoices and receipts for discrepancies; requests for payments, and purchase orders; prepares and maintains financial records and reports; reviews expenditure statements and monitors the Division’s budget; prepares analysis of all accounts when requested. Works with the Program Manager in developing and inputting annual operating budget; as well as monitoring the budget, detecting and analyzing budgetary issues and making recommendations to address or correct any issues.

Projects expenditures for fiscal year budget for approval by Parks and Recreation Manager; maintains related financial records, including current account budget balances.

Oversees the daily collection of revenue from Parks and Recreation activities; reconciles collection against daily cash reconciliation report for import into Munis; tracks revenue and compiles financial reports for the Treasurer and for the Manager of Parks and Recreation.

Administers and coordinates completion of special projects; organizes, inputs, and maintains data in computer databases and/or Parks and Recreation software systems; oversees programming decisions related to database management and/or numbering systems used for new programs/ activities; and oversees and coordinates assembly of mass emails to patrons regarding upcoming events, programs and cancellations.

Trains and oversees staff in registration of adults and youth in a variety of recreational activities, and ensuring accuracy; works individually or in small groups with all staff to train on the use of all software systems that pertain to Parks and Recreation, as well as how to get the most information or data from the system to improve outcomes; generates essential program reports to evaluate and make program recommendations.

Develops procedures for Division’s administrative staff and training manual for Division’s registration database.

Works with department social media staff to design web pages for the department, and ensure department information on the web is up to date; and maintains compliance with the Americans with Disabilities Act (ADA) on all assigned websites.

Provides internet/intranet support to division users to include teaching techniques, assisting with technical questions, and coaching others in the use of different technologies and use of current and future software used within the division.

Processes the division’s time and attendance and compiles payroll to include regular and overtime hours worked for the full-time as well as work-as-required staff.

Answers a high volume of telephone calls and greets visitors; receives inquiries and provides program information or refers inquiries to appropriate personnel; and responds to inquiries made to the Parks and Recreation websites.

Orders and maintains an adequate inventory of office supplies; oversees service contracts for office equipment; and submits and tracks work orders in work order system.

Supervises and provides direction to assigned positions and staff.

Assists with staffing special events to include those held after normal working hours, such as Countywide holiday events and celebrations.

Serves in the role of other support staff positions during an absence or as needed.

Serves as a Notary Public, if applicable and as needed.

High School Diploma, including or supplemented by applicable college course work, and five (5) years of experience in administrative work; or any equivalent combination of education and experience which provides the required knowledge, skills, and abilities.

Thorough knowledge of and ability to operate and maintain information in Parks and Recreation software systems.

Thorough knowledge of and ability to monitor and manage the Division’s budget expenditures during the fiscal year.

Thorough knowledge of leadership techniques, principles and procedures to assign work, schedule, supervise and train, evaluate the work of assigned staff.

Thorough knowledge of web design and concepts. Thorough knowledge of office systems, practices, procedures and administration.

Thorough knowledge of Microsoft Office Suite.

Thorough knowledge of business English.

Thorough knowledge of basic arithmetic and financial computations to include addition, subtraction, multiplication, division, percentages, and fractions.

Knowledge of and ability to effectively and appropriately post and navigate on acceptable social media platforms, ensuring compliance with policy and law.

Ability to effectively communicate orally and in writing..

Ability to analyze and evaluate procedures and work methods, and to exercise appropriate judgement in establishing priorities for multiple tasks and work methods.

Must be physically able to operate a variety of automated office machines. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time.