Administrative Office Coordinator - Parks and Recreation

City of Delray Beach•Fl 33444, FL

3d•Onsite

About The Position

This is an administrative support position providing advanced administrative, operational, and customer service support to City Hall and the Parks and Recreation Department. The role requires proficiency in basic marketing, visual communication, and digital content development to create clear, engaging, professional newsletters, presentations, and other informational materials. The position coordinates a variety of administrative operations, including customer relations and marketing materials, and oversees front desk operations under the direction of a supervisor or designee. The position works under the direction of a supervisor and oversees front desk operations at City Hall, while providing backup support to the Community Center. It provides direction to Customer Service Assistants and supports departmental communications, reporting, transactions, administrative systems, and projects. The role may require work at City events, on holidays, and on some weekends. It is subject to the Palm Beach County Code of Ethics and Florida State Statutes 112.313. The position requires either an associate degree in Accounting, Economics, or Business Administration and at least three years of experience in budgeting and/or moderately complex accounting work, or a high school diploma or GED and at least five years of verifiable experience involving staff assistance and advanced clerical support. A comparable combination of education, training, and experience may be substituted. Work is performed inside in an office environment, with outside work on evenings, weekends, and some holidays. The employee frequently sits, talks or hears, uses hands to handle or operate objects and controls, and reaches with both arms. The employee occasionally walks, kneels, bends, stoops, stands, and lifts or moves up to 15 pounds. The job also requires close vision, ability to adjust focus, and sitting at a desk viewing a display screen for extended periods.

Requirements

Either graduation from an accredited two-year college with an Associate degree in Accounting, Economics, or Business Administration and three or more years of experience in budgeting and/or moderately complex accounting work, or a High School Diploma or GED certificate and five or more years of verifiable work experience involving staff assistance and advanced clerical support.
Knowledge of business English, spelling, and punctuation, and the ability to prepare documents and compose correspondence.
Knowledge of office practices and procedures.
Ability to understand and follow oral and written instructions and directives.
Ability to make arithmetic computations and tabulations accurately and with reasonable speed.
Accurate typing and data-input skills.
Ability to work independently on projects.
Interpersonal skills and the ability to communicate effectively in oral and written form.
Knowledge of department and City policies, procedures, practices, and codes when required.
Ability to operate a computer and use MS Office Suite, including MS Word, MS Excel, and MS Outlook, as well as design software and creative digital communication tools.
Ability to analyze administrative problems and make sound recommendations.
Ability to supervise and schedule clerical staff.
Ability to manage and prioritize routine, specialized, and complex assignments and problems using knowledge gained through education, training, and experience.
Ability to adapt to an evolving and continually improving environment.
Ability to communicate using speaking, hearing, and visual skills.
Ability to respond positively and receptively to supervision and direction, maintain a professional appearance, report promptly and prepared for assigned work, follow absence and accrued-time rules, and demonstrate courtesy and respect for cultural, religious, and gender differences.
A comparable combination of education, training, and experience that provides the requisite knowledge, skills, and abilities may be substituted for the stated minimum qualifications.

Responsibilities

Oversee front desk operations at City Hall and serve as backup to the Community Center.
Provide direction to Customer Service Assistants, including scheduling, training, support, and customer service standards.
Maintain front desk coverage for daily operations, including covering breaks, absences, and vacations as needed.
Assist visitors, answer and route calls, and direct customers to appropriate City departments.
Compile weekly updates from Parks and Recreation divisions for management reporting.
Coordinate and prepare the department’s monthly newsletter and other department-wide communications using design software, creative digital media tools, and City systems.
Prepare reports, spreadsheets, correspondence, presentations, and other administrative documents.
Provide backup support for departmental deposits, refunds, and credit card transactions, including reconciliation and required documentation.
Serve as a department resource and super user for RecTrac and other administrative systems, providing staff support and routine troubleshooting.
Coordinate with Parks and Recreation divisions, other City departments, vendors, and outside organizations to support departmental operations.
Attend meetings and assist with departmental projects, initiatives, and special assignments as directed.
Work City events, holidays, and some weekends as required and assigned.
Perform functions and responsibilities according to the Palm Beach County Code of Ethics and Florida State Statutes 112.313.
Foster positive employee relations and employee morale on a City-wide basis.
Operate and care for equipment according to manufacturer specifications and applicable parameters.
Follow supervision and direction, workplace rules, attendance requirements, and professional conduct standards; interact courteously and respectfully with the public and colleagues.