Administrative & Activities Specialist
About The Position
The Administrative & Activities Specialist monitors and oversees administrative work for the Parks & Recreation Division, including paperwork related to the use of County Recreation facilities and compliance with County policies. The role handles accounting tasks such as payroll, invoice processing, accounts receivable, and revenue tracking, and maintains office files and records. It also maintains the Cartegraph Computer Maintenance Management Software (CMMS) database and uses it to prepare monthly reports on departmental effectiveness and performance measures. The position coordinates recreation league and sports tournament scheduling through RecDesk, and coordinates event contracts, insurance, setup and takedown, user fees, site plans, route maps, support services, and site inspections. It assists with publicizing County recreational activities and special events, managing County sports and athletic programs, preparing the division’s operational budget and facility fee structures, maintaining public recreation information, and planning and organizing special events. Other related duties may be assigned, and the employer may change duties as needed to serve the public. Work is primarily office-based in an indoor, climate-controlled environment at a County worksite. The position is not eligible for remote work. Evening and weekend work may be required. The role requires reliable full-time attendance and may involve responding to emergency or disaster-related summons under the stated Tier 2 duties.
Requirements
- High school diploma or equivalent.
- Five years of work experience in an administrative capacity or a related field; a comparable amount of training and/or experience may be substituted.
- Possess or be able to obtain and maintain a valid Florida driver license upon offer of employment, with a driving record acceptable under the County Driving Policy and insurance program.
- Knowledge of and ability to apply principles and practices of operations, maintenance, marketing, and administration of athletic and recreational programs and facilities.
- Knowledge of facilities, equipment, and supplies used in public parks, recreational activities, and athletic facilities.
- Knowledge of cash handling and cash accounting procedures.
- Knowledge of project management and organizational skills.
- Excellent oral and written communication skills.
- Proficiency in MS Word, Excel, and Outlook.
- Ability to deal tactfully with the general public and communicate effectively orally and in writing.
- Ability to establish and maintain effective working relationships with staff, the public, and County officials.
- Ability to maintain reliable full-time attendance.
- Ability to comprehend, speak, and read English.
- Good interpersonal and communication skills for dealing with the public.
Responsibilities
- Monitor and oversee Parks & Recreation Division administrative work and paperwork related to County Recreation facility use, ensuring compliance with County policies.
- Perform accounting duties, including payroll and invoice tracking and processing.
- Manage division accounts receivable and revenue tracking.
- Maintain files and records of correspondence, documents, reports, and other materials.
- Maintain the Cartegraph CMMS database and generate monthly reports measuring departmental effectiveness against designated key performance indicators and performance measures.
- Coordinate recreational league and sports tournament scheduling using RecDesk software.
- Coordinate event contracts, insurance, setup and takedown, user fees, site plans, route maps, support services, and site inspections.
- Assist in coordinating and publicizing County recreational activities and special events.
- Assist in managing County sports and athletic programs and their administration.
- Assist in preparing the Parks & Recreation Division operational budget.
- Assist in preparing facility-use fee structures.
- Maintain public information about recreation.
- Assist in planning and organizing special events.
- Perform other related duties as assigned.
- Under the stated Tier 2 disaster duties, prepare for and recover from disasters and report to work when summoned, or at a pre-assigned time or no later than 12 hours after a storm passes if not called in.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
