Purpose & Job Related Requirements REPORTS TO: Director and Assistant Director
FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System - Requires satisfactory completion of a six-month probationary period.
PAY GRADE: 114
SAFETY SENSITIVE: No
Purpose of Job
The purpose of this job (formerly the Department Administrative Assistant III) is to manage the administrative aspects of the department, including website administration, supervising the processing of payroll, onboarding and separations for over 100 Part-Time No Benefits positions, onboarding and separations for over 150 Part-Time Seasonal positions annually, administrative account tracking, supervision of the Administrative Assistant I and Park Assistant within the Administration Division, preparing and processing correspondence and other documents; maintaining files, appointment calendars, and financial or other related reports or documents; performing research functions; acting as a liaison between department, government, public and other parties; supervising the work of other employees within the department; facilitating communication and workflow between the Director and other departmental staff, special events coordination, and other related duties.  Duties and responsibilities include, but are not limited to, tracking and maintaining department goals, utilizing information system for reporting financial and programmatic data, receiving and facilitating the flow of sensitive and confidential files; accessing various department databases to obtain information needed for the Director to respond to citizen inquiries; notarizing documents; and performing additional tasks as assigned.
Job Related Requirements
Work Schedule: Monday - Friday 8:00 am to 5:00 pm. Weekends and evenings to help with Special Events and registration days.
May be required to work on religious holidays.
Regular and predictable attendance is required.
Must work cooperatively with others.
When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy.
Minimum Training & Experience Required to Perform Essential Job Functions Associate’s degree in business or related discipline with training in administrative and accounting skills and two years of experience to include office management, office computer software, and budgetary responsibilities required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Must possess a valid driver’s license.
Must possess or have the ability to acquire Notary Public status.
Must possess or obtain within 12 months CPR/First Aid/ and AED training; NIMS 100, 200, 700, 800 training.
Supervisory experience preferred.
Bachelor's degree preferred.
Essential Duties, Responsibilities The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
Prepares, edits, copies and/or types correspondence, memoranda, reports or other related materials; assists staff with developing and implementing administrative procedures and practices; assists with other projects and events as necessary.
Receives, processes, forwards to appropriate staff or replies to incoming mail, telephone calls and correspondence for the Director.
Supervises two part-time positions.
Screens complaint calls to the Director; resolves related issues or refers complainant to appropriate staff, while ensuring the Director and Leadership team are aware of all known issues.
Reviews, prioritizes, and schedules work requests, facility usage, appointments, events, meetings and conferences for appropriate staff, the government or the public; maintains calendar of events; schedules meetings, makes travel and accommodation arrangements if necessary; prepares and processes travel reimbursements and other related documents.
Assists staff, governmental employees, elected officials and the general public by researching and providing information for various purposes and for inquiries into governmental or departmental activities, programs, functions, or events; may represent department on various committees/boards or in court proceedings, to obtain/supply information, testify, or record minutes.
Collects, enters, maintains, revises and updates various information/certificates into various computers, recorders, and filing/catalog systems or libraries in an effective and efficient manner; ensures work and data are backed up and ensures confidentiality of information in the systems.
Greets visitors, ascertains nature of business, assists and/or directs to the appropriate personnel.
Notarizes official documents for the Department.
Maintains applications for, special events; meets with individuals requesting equipment to explain ordinance and disseminates information to appropriate work units within the department.
May attend training sessions, internally and externally, conferences, and seminars to remain current on local, state, and federal laws, policies and/or procedures related to the Department.
Provides information to the public by telephone and in person about the services and programs of the Leisure Services Department.
Assists the general public and internal departments with research pertaining to actions taken by the Unified Government.
Assists with coordinating office communication by relaying messages to staff, disseminating information to staff, and scheduling meetings and appointments.
Prepares biweekly payroll time sheets and maintains leave balances for 76 Full-time staff, over 100 Part-Time No Benefit staff, and 150 Seasonal Staff.
Maintains essential supplies for the office.
Prepares, composes and processes correspondence, memoranda, reports and forms from oral or written instructions; also edits proposals, reports and correspondence.
Maintains department calendar.
Generates monthly department reports.
Establishes and coordinates the implementation of operating policies and procedures for the office, including filing and records management policies.
Makes travel arrangements and conference registrations for office staff; prepares and processes travel reimbursements.
Provides orientation of office procedures for new staff.
Reconciles administrative accounts.
Manages website updates, social media outreach, and other electronic marketing.
Plans, promotes, and markets special events.
Attends meetings to obtain information for staff and Director.
Acts as initial contact for people seeking information about the Leisure Services Department.
Prepares prospect reports, packages and informational materials as assigned by the Director.
Assists in maintenance and creation of data available to the public to be hosted online.
Researches the public record to determine land ownership and obtain legal property descriptions and plats.
Leads processing of vendor payments.
Performs other duties as assigned.
Knowledge, Skills and Abilities
Knowledge of the principles, policies, practices and procedures of the operations and functions of the department.
Knowledge of office management and human resource management practices, policies and procedures as necessary in the completion of daily responsibilities.
Knowledge of all applicable laws, ordinances, policies, standards, and regulations pertaining to the specific duties and responsibilities of the position.
Knowledge of established organizational, managerial and human relations’ methods and techniques.
Knowledge of financial system within ACCGov.
Knowledge of and proficient with the use of computers and software related to the position.
Ability to use independent judgment and discretion in managing subordinates including the handling of emergency situations, determining and deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems.
Knowledge of bookkeeping, modern office procedures, government and department policies and procedures and methods as required in the performance of duties.
Skill in written and oral communication, in the use and operation of a computer and general office machines.
Skill in organizing work and dealing with the public.
Ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental and/or governmental regulations.
Ability to communicate effectively with supervisors and other staff members.
Ability to use independent judgment in routine and non-routine situations.
Ability to handle required mathematical calculations.
Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.
Ability to plan, organize and/or prioritize daily assignments and work activities.
Ability to comprehend and apply the regulations and procedures of the department.
Ability to read, understand, and interpret personnel and financial reports and related materials.
Ability to communicate both verbally and in writing.
Supplemental Information (ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of machinery and equipment including a computer, calculator, copier, typewriter, calculator, photocopier, phone, tablet, videoconference system, radio (walkie-talkie), etc. Must be able to use body members to work, move or carry objects or materials.  This position requires:  walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions.  Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work.
DATA CONCEPTION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
INTERPERSONAL COMMUNICATION: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving assignments and/or directions from supervisors.
LANGUAGE ABILITY: Requires the ability to read a variety of reports, messages, time sheets, letters, vouchers, manuscripts and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare employee performance appraisals, reports, letters, memos and miscellaneous documents using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence.
INTELLIGENCE: Requires the ability to learn and understand basic principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgment in the absence of management.
VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages.
NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide.
FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with a computer, copier, typewriter and adding machine.
MOTOR COORDINATION: May require the ability to coordinate hands and eyes in using a computer, copier, typewriter and adding machine.
MANUAL DEXTERITY : Requires the ability to handle a variety of items such as a computer, copier, typewriter and adding machine. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.
COLOR DISCRIMINATION: May require the ability to differentiate between colors and shades of color.
INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimum stress when confronted with an emergency.
PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone, two-way radio.
ACCGov is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. ACCGov is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job application or interview process, contact Leah Jagatic, HR Coordinator, Human Resources, 762-400-6370 or leah.jagatic@accgov.com .