Administrative Specialist - Parks & Recreation

Job Overview

Job Title: Administrative Specialist, Parks and Recreation

Department: Parks, Business Services Division

Classification: Non-Exempt

Hiring Range: $24.05/hour - $27.06/hour

Salary Range: $24.05/hour - $36.08/hour

Region: Colorado

Location: Aspen

Position Summary: Performs complex administrative, technical, and clerical duties in support of the Parks and Open Space, Business Services, Recreation, Golf, and Special Events. Works as part of the Parks and Recreation Business Services Administrative Support Team, consistent with the City's mission and values.

Supervision Exercised and Received: Position works under the direct supervision of Parks Business Manager. Does not exercise direct supervision.

Essential Job Functions

• Reception, Administration & Department Support: under supervision, performs routine and special clerical, reception, and administrative duties to assist senior and professional members of the Department. Uses computer and software applications to type and edit basic correspondence; enter data; retrieve data; search databases; conduct research; create documents; and send emails.
• Processes various documents, ensuring forms are complete and accurate. Answers routine questions and, on occasion, more detailed questions; locates documents; fills out forms; makes copies or scanned PDFs. Processes incoming and outgoing mail. Prints, copies, assembles, distributes and files documents and maintains files.
• Maintains supplies; stocks office forms and supplies. Interacts with other offices and departments and outside organizations to obtain and provide information. May function as cashier: receives and processes cash, checks and/or credit card payments; balances cash drawer at day end.
• Schedules appointments and maintains monthly calendar; schedules meetings and meeting rooms. Attends meetings to take and transcribe notes. May prepare and arrange for publication of agendas and legal notices.
• May function as courier; if so, drives city vehicle.
• Assists all Parks, Recreation and Business Services staff as needed. Assists with Recreation Department Grants administration as needed. Reviews all work products to ensure high quality.
• Requires flexible shifting of work priorities and office locations as needed.
• Assists with execution and planning of departmental special events such as parks picnics, Recreation events, and all staff meetings in person.
• For Parks and Recreation offices, works on small projects around the office environment (e.g., reorganizing office spaces, scheduling maintenance repairs).
• Performs walkthroughs of Parks and Recreation Facilities and grounds to ensure orderliness, facility function, rule compliance, and health and safety practices are observed by users.
• For Recreation Facilities, coordinates cleaning services with vendor and manages and orders facility supplies.
• Works with Facilities Maintenance Staff to address work orders, coordinate schedules, and ensure projects are completed.
• May act as Recreation Department liaison with Human Resources with direction from the Parks Business Manager.
• Performs diversified duties in processing, monitoring, and administration of new and returning employee paperwork. With direction, assists with hiring of new seasonal and intermittent employees including advertising, new hire paperwork, and onboarding/training needs.

Budget & Finance

• Obtains authorizations for invoicing expenditures, prepares requisitions, and performs accounting functions related to departmental purchasing, tracking and daily deposits as needed.
• Provides information and reports related to the budget process as needed.
• Processes large quantities of accounts receivable invoices for Parks, Recreation, Golf, Special Event, Nordic, and Business Services Departments.
• Manages accounts payable PO tracking lists and utility provider lists.
• Assists in the setup of new suppliers in Oracle in coordination with Finance.
• Processes and reconciles monthly P-card statements, mostly for field staff.

Technology

• Assists staff with computer applications, hardware, and software and training as directed by management, Business Services IT and the IT Department.
• Assists staff with issues related to…