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Administrative Coordinator - Parks & RecreationCITY OF IOWA CITY - Job Description Job Class #24-09 FLSA Non-Exempt Non Civil Service Identification Position Title: Administrative Coordinator – Parks & Recreation Department: Parks & Recreation Division: Administration Supervisor: Parks & Recreation Director Job Summary Performs general and specialized clerical and office management functions for the Parks & Recreation department. Serves as secretary to Parks & Recreation Director. Job Scope May assist Parks & Recreation Director in departmental budget and monitoring. Essential Job Duties and Responsibilities Maintains department personnel files; prepares payroll change forms and is responsible for personnel action entry in payroll system. On-boards new staff. Meets with each new employee to review required documents and complete all new hire paperwork. Routes background checks to Human Resources. Enters new employee information into payroll system. Verifies that all new hire processing is complete then notifies Recreation Supervisor when employee is authorized to begin work. Receives and investigates and/or refers questions and complaints from the public and City staff; researches information and responds to requests for records and other pertinent information; follows up with correspondence and phone calls as needed. Manages general Parks & Recreation email account. Handles special fees and account reconciliation including donations for memorial benches and trees. Takes and transcribes minutes for Parks & Recreation Commission and Foundation, provides public notice for public meetings. Prepares agenda packet. Maintains department website information. Job Class #24-09 Administration Updated 02/21/2022 Designs and produces informational brochures, press releases, social media posts and signs for Parks, Forestry, Cemetery and Parks & Recreation Administration. Inputs and monitors department budget, processes accounts payable and accounts receivable. Assists with grant applications; monitors compliance of grants and assists with grant reporting. Establishes and maintains office filing system and computerized records; ensures files are maintained in good working order and easily retrievable. Assists in coordinating and implementing new procedures designed to improve office operations. Maintains general policies and procedures, rules, regulations, handbooks and planning documents for departmental access; may include updating information on department website. Manages procurement card for certain department purchases; prepares check requests and purchase requisitions. Processes travel requests and expense reports. 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 related duties as assigned. Physical and Environmental Conditions The physical demands and work environment conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job and are encountered while performing those essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk and hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to walk or stand. Specific vision abilities required by this job include close vision. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts, fumes or airborne particles, and risk of electrical shock. The noise level in the work environment is usually moderate. Minimum Education, Experience and Certification High school diploma or equivalent and one year of related experience in the areas of office management, computer operations, writing, and/or public relations required. Or equivalent combination of education Job Class #24-09 Administration Updated 02/21/2022 and experience. Must pass criminal background check. Preferred Education, Experience and Certification Four years experience in the clerical field preferred. Knowledge, Skills, and Abilities Knowledge of computer software and hardware systems and general records maintenance. Knowledge of general office policies and procedures. Ability to read and interpret laws, ordinances and reports. Ability to complete a variety of written reports. Ability to take and transcribe minutes. Ability to maintain intra and inter-departmental confidentiality. Excellent communication and customer service skills. The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position.