Administrative Coordinator- Aquatics

City of Farmington•Farmington, NM

3d•Onsite

About The Position

Under the supervision of the Aquatics Director, the Administrative Coordinator is responsible for supervising, scheduling, development, training, and organizing the workload of all front desk and Lake Farmington personnel. This role involves training cash-handling employees in City Policy, utilizing excellent customer service skills to build and maintain effective working relationships, and preparing various reports for decision-making, including monitoring monthly expenditure budgets. The position also handles daily, monthly, and yearly attendance and revenue accounting reports, ensuring daily revenue close-outs are completed and balanced. Responsibilities include responding to public inquiries and complaints, submitting daily financial documentation and deposits, managing participant registration for aquatic activities and teams, and collaborating with the City Marketing department on promotional materials. The role also involves processing P-Card statements, managing inventory and purchasing of supplies, scheduling and managing contract employees, checking timesheets, and inputting payroll. Additionally, the Administrative Coordinator is responsible for organizing Red Cross materials, obtaining Environmental Department Food Permits, teaching aquacise as assigned, completing employee evaluations, preparing requisitions, inputting invoices, and performing general receptionist duties. The position may also assist in supervising activities, planning, purchasing, marketing, and running aquatic programs and projects, and operating a motor vehicle for departmental business. Attendance at work is an essential function of this position.

Requirements

Graduation from high school or GED equivalent with an emphasis in business.
Considerable knowledge of general office skills with experience in typing, computer, calculator, telephone and related office machines.
Knowledge of general bookkeeping procedures.
Must have thorough knowledge and understanding of aquatic programming, or the ability to obtain such.
Ability to communicate effectively orally and in writing.
Ability to work harmoniously with co-workers and be able to interact with patrons in a pleasant and positive manner.
Ability to establish and maintain effective working relationships with employees, supervisors, other agencies, participants, instructors, volunteers, and the general public.
Valid New Mexico driver's license with acceptable driving record for the past three years or state of current residency.
Extensive background checks required.
Must have ability to work a varied shift including weekends and holidays.
Must be certified in CPR/First Aid/AED or have ability to obtain such within the first year of employment.
Must possess Red Cross Level III swimming skills or ability to obtain such within the first year of employment.
Knowledge of Aquatic Safety equipment or ability to obtain such within the first year of employment.
This position has the responsibility to participate in and comply with the City's Environmental, Health, and Safety program.

Nice To Haves

Background in recreational activities preferred, but not required.

Responsibilities

Supervising, scheduling, development, training and organizing workload of all front desk personnel, and Lake Farmington personnel.
Training cash-handling employees in City Policy.
Preparing a variety of reports and related information for decision-making purposes, including monitoring monthly expenditure budget.
Preparing daily, monthly and yearly attendance and revenue accounting reports.
Ensuring daily revenue close outs are completed and balanced.
Assisting and responding to public inquiries and complaints about aquatics programs made in person, by telephone, or through correspondence.
Ensuring that all daily financial documentation, and deposits are submitted to the City's Finance department as scheduled.
Responsible for participants registration in various aquatic activities and teams, including record keeping, tracking and collecting fees, dues, and registration forms.
Working closely with the City Marketing department to design, update, and release brochures, passes, and other promotional documents related to the municipal pools, and Lake Farmington.
Collecting, processing, and filing all P-Card statements in a timely manner to the Finance Division.
Management, inventory, and purchasing of necessary safety, office, janitorial, and recreation supplies under the supervision of Aquatics Management.
Scheduling, and management of contract regular employees.
Checking timesheets for accuracy, and entering all of payroll for the municipal pools.
Recording, organizing, and updating all Red Cross materials.
Obtaining Environmental Department Food Permits for any special event.
Teaching aquacise (as assigned).
Completing necessary employee evaluations.
Prepare requisitions for expenditures related to budgetary expenses, including expenses for special accounts.
Inputting invoices, FPO's, and money orders.
Performing a variety of miscellaneous receptionist duties such as greeting customers, answering phone, collecting fees, running errands, picking up supplies needed for activities, making arrangements for use of pool, helping set up for classes, events, etc.
Assisting in supervising activities throughout Aquatic Facilities.
Assisting in the planning, purchasing, marketing, announcing, and running of Aquatic Programs, and projects.
Operates a motor vehicle to assist in carrying out the business of the department and the City.
Serves as a member of various employee committees, as assigned.
Gathers information for media newsletters and flyers; organizes, proofs and arranges for printing of newsletter.
Performs custodial and cleaning duties of pool facility.