This job was posted by https://www.azjobconnection.gov : For more information, please see: https://www.azjobconnection.gov/jobs/6626420

Administrative Duties

Actively supports and upholds the Citys stated mission and values. Duties range from the most routine and repetitive to the most complex of administrative support tasks requiring incumbents to take initiative, make judgment calls, and make decisions for the functions/processes for which they are accountable.

The Administrative Specialist is responsible for a broader range of duties with more flexibility in making decisions and carrying out tasks (within prescribed procedures) for all functions within the work unit.

ADMINISTRATIVE DUTIES

• Supervisory: This job does not have formal supervisory responsibilities.
• Budgetary: This job does not have budgetary responsibilities but carries out day-to-day activities within approved budget including billing, reconciliation, assisting with membership payments, and assisting with daily cash deposits for all Recreation programs and facilities as needed.
• Strategic Planning: This job does not have strategic planning responsibilities but carries out day-to-day activities in order to reach the stated goals and objectives.
• Policies/Procedures: This job carries out day-to-day activities in accordance with established policies and procedures.
• Compliance: This job carries out day-to-day activities in accordance with Federal, State, and Local laws, rules, and regulations as well as City policies and procedures.
• Council Communications: This job carries out day-to-day activities in accordance with Councils adopted priorities and direction.
• Reporting: This job may assist with grant submissions and reporting, but otherwise does not have duties related to reporting to Federal/State/Local agencies.

Examples of the Work Performed

Provides excellent customer service to both internal and external customers.

Provides technical customer service support to other departments, staff, and the general public.

Creates and maintains various confidential records, files, and databases requiring compilation of varied information.

Prepares letters and reports from dictation, rough draft, or transcription to include proofreading for accuracy, completeness, spelling, and punctuation.

Maintains and is responsible for all filing and purging of materials relating to the department or division.

Responsible for proper and timely processing of time sheets, payroll, purchase orders, personnel action forms, budget preparation, labor distribution reports, or any other procedural forms required by other departments or divisions.

Answers written and oral inquiries of a routine nature.

Provides secretarial and clerical support to administrative staff to include preparing, drafting, and proofing various reports, letters, and other correspondence; attending meetings and taking minutes; and answering the telephone.

Receives, sorts, and distributes a variety of correspondence, records, and information to appropriate personnel and the general public.

Files documents alphabetically, numerically, or by other prescribed methods.

Processes a variety of forms and paperwork, using established procedures.

Types, data enters, or word-processes a variety of technical documents; compiles data and prepares reports.

Assembles and compiles a variety of data from office records for incorporation into reports; prepares various reports, including grant reporting of a routine nature as needed.

Monitors and maintains office supplies, business forms, and/or application forms.

May lead staff to include assigning and monitoring work and providing direction.

Takes minutes of commission or board meetings and prepares the minutes in official form.

Responsible for monthly production reports, statistical rep rts, or other regularly scheduled reports.

Responsible for preparing travel advances and travel reconciliation. May be responsible for coordinating travel arrangements.

Responsible for approving applications for discounted program participation and corresponding with applicants to the Parks and Recreation Scholarship Program. Maintains the approved Scholarship Program list and disseminates to Recreation staff.

Responsible for routine upkeep and changes to recreation database software (currently RecTrac), including working with the vendor to answer questions and troubleshoot problems. Also responsible for maintaining online registration offerings, in cooperation with Recreation staff.

Assists staff on use of recreation database software as required.

Responsible for processing refunds of facility rental deposits or other program refunds, in cooperation with program staff.

Responsible for routine maintenance of Parks and Recreation website pages including regular review for needed updates, enhancements, and viewability by the public.

May assist with social media posting and content management, in cooperation wi