JOB TITLE: Office Manager – Administrative Position
PAY RATE: Based on Experience and Certification
DEPARTMENT: Parks & Recreation Department, City of Cartersville
JOB SUMMARY: This position is responsible for providing administrative and secretarial support to the department.
MAJOR DUTIES:
KNOWLEDGE REQUIRED BY THE POSITION:
GUIDELINES: Guidelines include supervisory instructions, city ordinances and departmental policies, regulations, and procedures. These guidelines are generally clear and specific, but may require some judgment, selection, and interpretation in application.
COMPLEXITY: The work consists of related secretarial and administrative duties. Frequent interruptions contribute to the complexity of the work.
SCOPE AND EFFECT: The purpose of this position is to provide administrative and secretarial support to the department. Successful performance helps ensure the efficient and effective operation of the department and the successful delivery of departmental services.
PERSONAL CONTACTS: Contacts are typically with co-workers, representatives of various community groups, other city employees, vendors, and park patrons and participants.
PURPOSE OF CONTACTS: Contacts are typically to give and exchange information and provide services.
PHYSICAL DEMANDS: The work is performed while sitting, standing, walking, bending, crouching or stooping. The employee must lift light and heavy objects and be able to distinguish between shades of color.
WORK ENVIRONMENT: The work is typically performed in an office.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY: CSR and Part Time pool concessions.
MINIMUM QUALIFICATIONS:
The City of Cartersville is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or any other protected status.
Interested in applying?
Employment Application
Complete application and email Cover letter, Resume, with Qualifications to: hr@cityofcartersville.org.
PAY RATE: Based on Experience and Certification
DEPARTMENT: Parks & Recreation Department, City of Cartersville
JOB SUMMARY: This position is responsible for providing administrative and secretarial support to the department.
MAJOR DUTIES:
- Oversee all office procedures.
- Screens telephone calls, mail, e-mail, and other communications and initiate appropriate action/response.
- Leads and coordinates daily work activities of administrative support staff in the department. Organize tasks to complete assigned work while monitoring the status of work in progress and finally inspect completed work. Assists with training and instructing co-workers regarding operational procedures and proper use of equipment. Provides input on disciplinary action and employee performance evaluations.
- Administrator for MyRec software for all program registrations, facility reservations, and pool memberships.
- Verifies and records timecards/timesheets for department staff; enters payroll into confidential payroll system, prepares leave forms for paid time off, keeps current records of full-time employees’ sick, vacation, personal leave, and floating holiday time to ensure adequate coverage and control.
- Processes invoices for accuracy, matches purchase orders, if needed, and prepares request for payment forms for contract labor. Prepare all refunds for programs and reservation security deposits. Prepares credit card reconciliations for the entire department. Reconciles Payable records with Finance Department records.
- Prepares revenue/expense reports for facilities and programs. Enters budget data and provides budgetary input and assists in forecasting revenues/expenditures. Reviews monthly budget analysis reports while also monitoring monthly expenditure to ensure compliance with the approved budget.
- Prepares quarterly Take-Home Vehicle Commuter reports for the Director and Maintenance Supervisor.
- Prepares travel requests, accommodation, conference registrations & expense reports for all department travel.
- Prepare work orders for the Maintenance Department.
- Coordinates the annual calendar with Program Managers/Coordinators. Schedules meetings, appointments, interviews, or other activities to maintain the calendar daily.
- Assist with programs and special events, as needed.
- Creates and develops new forms as needed by the department. Prepare correspondence, memoranda, and program content.
- Reviews media releases for advertising of programs and special events.
- Purchases office supplies, janitorial supplies, and maintenance supplies.
- Perform administrative tasks such as maintaining an inventory of equipment, preparing departmental reports, processing purchase order requests by obtaining competitive price quotes and verifying the availability of budgeted funds. Reviewing invoices, obtaining proper signatures, and forward to Accounts Payable for payment and maintains files and records.
- Assist in the work of the CSR, as needed.
- Collections for any past due accounts.
- Assists with registration and accepting fees for park facility rentals, programs and classes as needed.
- Provides information to the public by phone and in person regarding department programs and services and takes and relays messages to staff, as needed.
- Attend clinics, seminars, education classes, etc. related to job duties.
- Oversee department webpage, social media and online enrollment. Uploading of pictures, schedules, brochures and other events and information. Adding upcoming events to the calendar, enters and maintains information regarding classes and fees. Processing registrations, memberships and rentals. Running reports and printing class lists. Assisting customers with creating user accounts and site navigation as needed.
- Approves/processes employee concerns and problems and counsels or disciplines administrative staff. Acts as a liaison between employees and management; and trains staff in operations, policies, and procedures.
- Serves as liaison between the department and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information.
- Monthly: Monitor Fibercom and Utilities report.
- Annually: Update Emergency Contact Forms. Track all certifications: CPO, CDL, CPRP, GRPA, defensive driving, etc.
- Performs other related duties as assigned.
KNOWLEDGE REQUIRED BY THE POSITION:
- Knowledge of modern office practices and procedures.
- Knowledge of relevant city/department ordinances and departmental policies and procedures.
- Knowledge of departmental programs, activities, and facilities.
- Knowledge of NRPA & GRPA rules for a variety of programs.
- Knowledge of accounting practices, mathematical calculations as it relates to accounting.
- Knowledge of customer service.
- Knowledge of budget processes.
- Skill in maintaining accurate records.
- Skill in interpersonal relations.
- Skills in oral and written communications and using modern office equipment.
GUIDELINES: Guidelines include supervisory instructions, city ordinances and departmental policies, regulations, and procedures. These guidelines are generally clear and specific, but may require some judgment, selection, and interpretation in application.
COMPLEXITY: The work consists of related secretarial and administrative duties. Frequent interruptions contribute to the complexity of the work.
SCOPE AND EFFECT: The purpose of this position is to provide administrative and secretarial support to the department. Successful performance helps ensure the efficient and effective operation of the department and the successful delivery of departmental services.
PERSONAL CONTACTS: Contacts are typically with co-workers, representatives of various community groups, other city employees, vendors, and park patrons and participants.
PURPOSE OF CONTACTS: Contacts are typically to give and exchange information and provide services.
PHYSICAL DEMANDS: The work is performed while sitting, standing, walking, bending, crouching or stooping. The employee must lift light and heavy objects and be able to distinguish between shades of color.
WORK ENVIRONMENT: The work is typically performed in an office.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY: CSR and Part Time pool concessions.
MINIMUM QUALIFICATIONS:
- Knowledge and level of competency are commonly associated with the completion of specialized training in the occupational field, in addition to basic skills typically associated with a high school education.
- Sufficient experience to understand the basic principles relevant to the major duties of the position usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.
- Possession of or ability to readily obtain a valid driver’s license issued by the State of Georgia for the type of vehicle or equipment operated.
The City of Cartersville is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or any other protected status.
Interested in applying?
Employment Application
Complete application and email Cover letter, Resume, with Qualifications to: hr@cityofcartersville.org.
