JOB SUMMARYUnder general supervision, performs clerical and related administrative tasks in maintaining operations for the Parks and Recreation department, organizes and manages volunteer program, and provides overall support where needed. Work involves receiving telephone calls, performing front desk operations, answering questions, complaints, and concerns from the general public, assisting with purchasing, preparing payroll and other documentation, coordinating reservations of rental facilities, handling monies, planning and implementing volunteer programs, and assisting with special events and programs. ESSENTIAL JOB FUNCTIONS
- Provides customer service and accurate information regarding services provided by the Town; accepts complaints in regards to services.
- Performs customer service functions by answering telephone and electronic mail requests and answers questions from employees and others.
- Provides clerical and administrative assistance to the Parks and Recreation Director.
- Provides support and assistance for events and programs within the Department including camps and other special events as needed. This includes working weekends and alternate schedules.
- Assists with bi-weekly payroll for the Department.
- Collects monies received from recreational activities; prepares deposits.
- Coordinates memorial plaques and trees for park placement; meets with residents if needed; and orders plaques.
- Assists with purchases within the department including issuing purchase orders and requisitions.
- Restocks first aid kits as needed and maintains inventory of first aid supplies.
- Schedules facility reservations, collects payment for rentals, and processes security deposits.
- Manages, organizes, and maintains the department's volunteer program.
- Organizes and implements structured volunteer events while providing oversight and ensuring cooperation, efficiency, and safety.
- Performs general administrative/office duties as required, including typing reports and correspondence, entering and retrieving computer data, copying and filing documents, sending and receiving faxes, answering the telephone, establishing and maintaining filing systems, etc.
- Receives and/or reviews various forms, reports, correspondence, policies, directories, manuals, reference materials, or other documentation; completes, processes, forwards, or retains as appropriate.
- Prepares and/or processes a variety of documentation (such as work orders, meeting agendas, and payroll sheets).
- Operates a variety of office equipment and machinery (such as computer, telephone, copy machine, fax machine, printer, etc.).
- Assists in planning/coordination of various Department meetings, events, and functions.
- Manages an employee recognition program for the Department.
- Assists with ordering and maintaining adequate inventory of supplies.
- Performs other related duties as required.
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. MINIMUM EDUCATION AND EXPERIENCERequires an Associate's Degree in Office Management or related field supplemented by one to two years' related experience with public contact; or any equivalent combination of training and experience, which provides the required knowledge, skills, and abilities. Special event and recreation experience preferred.KNOWLEDGE, SKILLS AND ABILITIES
- Knowledge of the methods, policies, and procedures of the Parks and Recreation Department as they pertain to the performance of duties of the Administrative and Volunteer Services Coordinator.
- Knowledge of the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position.
- Knowledge of the Town's operational policies and procedures.
- Knowledge of the general office operations, functions, and procedures.
- Knowledge of the reports, records, files and letters, which must be prepared, processed, and maintained in order to meet the requirements of the department(s).
- Knowledge of how to operate a variety of equipment and machines such as a computer, radio equipment, etc.
- Knowledge of computer applications and the utilization of such in completing related tasks.
- Knowledge of how to estimate time, materials and supplies required to complete various routine activities.
- Skill in organization and human relations.
- Ability to use independent judgment in routine and non-routine situations, which occur.
- Ability to communicate effectively with others in person, over the telephone, or in writing in a clear and concise manner.
- Ability to analyze and interpret policy and procedural guidelines and to resolve problems and questions.
- Ability to maintain a high level of productivity when faced with frequent interruptions.
- Ability to develop and modify work procedures, methods and processes to improve efficiency.
- Ability to establish and maintain effective working relationships as necessitated by work assignments.
- Ability to compile, organize, prepare, and maintain an assortment of records, reports, and related information.
- Ability to comprehend, interpret, and apply regulations, procedures, and office operations.
- Ability to read, understand and complete written requests and work assignments in a timely fashion.
- Ability to learn and apply new skills needed in order to promote efficient completion of duties.
- Ability to offer assistance to co-workers as necessary.
- Ability to work flexible hours as needed.
- Ability to complete mathematical calculations as needed.
- Ability to maintain an effective filing system.
- Ability to effectively lead and coordinate volunteer groups.
PHYSICAL REQUIREMENTSTasks require the ability to exert moderate physical effort, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (15-20 pounds). Position involves standing for periods as well as sedentary work. May involve reaching and stooping. Tasks may require you to spend prolonged amounts of time outside in direct sunlight. ADDITIONAL INFORMATION:Benefits Offered Health insurance Dental insurance Life insurance SC Retirement System 401k deferred compensation 457b deferred compensation Vacation Leave Sick Leave Holiday Leave (12 holidays) Flexible Spending Accounts Other Voluntary Insurance The Town of Summerville is an Equal Opportunity Employer and will recruit and hire employees without regard to race, religion, color, national origin, genetic information, sex (including pregnancy, childbirth, and related conditions), age, political affiliation or disability, except when physical condition is a bona fide occupational qualification, and any other status protected by federal or state law.APPLICATION SPECIAL INSTRUCTIONPlease upload your resume and a list of references.