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HomeMy WebLinkAboutAdministrative Coordinator - Parks & RecreationUpdated: March 2024 CITY OF IOWA CITY – JOB DESCRIPTION Posi�on Title: Administra�ve Coordinator – Parks & Recrea�on Department: Parks & Recrea�on Division: Administra�on Supervisor: Parks & Recrea�on Director FLSA: Non-Exempt Civil Service: No Pay Grade: 24 Job Number: 2409 Job Summary Performs general and specialized clerical and office management func�ons for the Parks & Recrea�on department. Serves as secretary to Parks & Recrea�on Director. Essen�al Job Du�es and Responsibili�es The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. • Maintains department personnel files; prepares payroll change forms and is responsible for personnel ac�on entry in payroll system. • Meets with each new employee to review required documents and complete all new hire paperwork, provides orienta�on and onboarding. • Receives and inves�gates and/or refers ques�ons and complaints from the public and City staff; researches informa�on and responds to requests for records and other per�nent informa�on; follows up with correspondence and phone calls as needed. • Prepares agenda packet, takes and transcribes minutes for Parks & Recrea�on Commission and Founda�on, provides public no�ce for public mee�ngs. • Maintains department website informa�on. • Designs and produces informa�onal brochures, press releases, social media posts and signs for the department. • Inputs and monitors department budget, processes accounts payable and accounts receivable, and maintains contracts. • Assists with grant applica�ons; monitors compliance of grants and assists with grant repor�ng. • Establishes and maintains office filing system and computerized records; ensures files are maintained in good working order and easily retrievable. • Maintains general policies and procedures, rules, regula�ons, handbooks and planning documents for departmental access; may include upda�ng informa�on on the department website. • Manages procurement card for certain department purchases; prepares check requests and purchase requisi�ons. • Processes travel requests and expense reports. Updated: March 2024 • Maintains records and inventories; and monitors use of supplies and equipment; orders supplies and materials as necessary. • Arranges for office equipment servicing and repair. • Conducts self in a manner which promotes and supports diversity and inclusivity in the workplace and community. • Performs other du�es as assigned. Minimum Education, Experience, Certification/Licensure, Other • High school education or G.E.D. and seven to twelve months of related experience or training; or equivalent combination of education and experience. Experience in office management, computer operations, writing, and/or public relations. • Must pass criminal background check. Preferred Education, Experience, Certification/Licensure, Other • High school diploma or G.E.D. and one year of related experience or training; or equivalent combination of education and experience. Knowledge, Skills, and Abili�es • Ability to apply common sense understanding to carry out instruc�ons furnished in writen, oral, or diagram form. • Ability to apply concepts of basic algebra and geometry. • Ability to calculate figures and amounts such as discounts, interest, commissions, propor�ons, percentages, area, circumference, and volume. • Ability to complete a variety of writen reports. • Ability to deal with problems involving several concrete variables in standardized situa�ons. • Ability to effec�vely present informa�on in one-on-one and small group situa�ons to customers, clients, and other employees of the organiza�on. • Ability to maintain intra and inter-departmental confiden�ality. • Ability to read and interpret laws, ordinances and reports. • Ability to reliably and predictably carry out du�es. • Ability to take and transcribe minutes. • Knowledge of general records maintenance. • Knowledge of general office policies and procedures. • Skill in providing excellent communica�on and customer service skills. • Skill in using computers and applicable so�ware applica�ons (Microso� Office – Word, Excel, Outlook). Supervision No supervision of direct reports. Updated: March 2024 Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. The noise level in the work environment is usually moderate. Duties are generally performed in an office setting with a controlled environment. The job requires sitting for extended periods of time and the work may expose the employee to unpleasant social situations and significant work pace pressure. Iowa City is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act as Amended, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Reviewed/Approved by: Juli Seydell Johnson, Parks & Recrea�on Director (4/2024) I have read and understand the duties and requirements of this job description, and I agree that I can perform the duties of this position with or without reasonable accommodation. Employee Date ________________________________ __________________