Administrative Coordinator- Aquatics

City of Farmington•Farmington, NM

5d•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 personnel and Lake Farmington personnel. This role involves training cash-handling employees in City Policy, establishing and maintaining effective working relationships through excellent customer service, and preparing various reports for decision-making, including monitoring monthly expenditure budgets and preparing daily, monthly, and yearly attendance and revenue accounting reports. The position ensures daily revenue close-outs are completed and balanced, assists with public inquiries and complaints, and ensures financial documentation and deposits are submitted to the Finance department. Responsibilities also include participant registration, managing fees and forms, collaborating with the City Marketing department on promotional materials, processing P-Card statements, managing inventory and purchasing of supplies, scheduling and managing contract employees, checking timesheets, recording and updating Red Cross materials, obtaining Environmental Department Food Permits, teaching aquacise as assigned, completing employee evaluations, preparing requisitions, and inputting invoices and other financial documents. Miscellaneous duties include receptionist tasks, assisting in supervising activities, planning and executing aquatic programs, and operating a motor vehicle for departmental business.

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.
Establishing and maintaining effective working relationships with employees, officials, and the general public using excellent customer service skills.
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.
Preparing 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.
Operating a motor vehicle to assist in carrying out the business of the department and the City.
Serving as a member of various employee committees, as assigned.
Gathering information for media newsletters and flyers; organizing, proofing and arranging for printing of newsletter.
Performing custodial and cleaning duties of pool facility.