OFFICE MANAGER -Parks & Recreation

Dorchester County•Sc 29483, SC

18h•Onsite

About The Position

This position performs a variety of advanced and complex clerical work in the preparation and maintenance of department records. The role involves performing various clerical tasks, providing professional and courteous customer service, and working under general supervision with independent development of work methods and sequences. The Office Manager handles day-to-day operations, serves as a subject matter expert on specific software, and provides direct support to the Park Director with discretion. This role also involves researching and responding to inquiries, updating social media, creating promotional materials, managing facility rentals, and assisting with beautification projects and departmental goals. The position requires attending training, auditing files, preparing confidential correspondence, assisting with budgeting and financials, and representing the organization at meetings. Additionally, the Office Manager purchases and maintains office inventory, schedules appointments, resolves operational issues, maintains contact databases, operates county computer systems, gathers information for meetings, and interacts with the public to troubleshoot issues. The Office Manager serves as a primary point of contact for public inquiries and escalates requests as needed, performing other related duties as assigned.

Requirements

Requires High School graduation or GED equivalent supplemented by specialized courses/training equivalent to completion of one (1) year of college.
Two years of related experience or an equivalent combination of education and experience.
Must possess and maintain a valid state driver’s license with an acceptable driving history.

Nice To Haves

Certified Parks and Recreation Professional (CPRP) status or ability to obtain such status within six (6) months of employment recommended.

Responsibilities

Enters requisitions and request purchase orders; invoices for accounts payable functions for the Dorchester County Parks department.
Manages the department’s budget including budget preparation and budget tracking.
Processes department payroll.
May assist with financials, reconciliation of account and monitoring of grants.
Assists with coordinating paperwork for job candidate interviews within the department.
Leads the preparation, processing, copying, indexing, filing, transmitting and/or maintaining of various Dorchester County Parks department documents.
Handles day-to-day operations in the office.
Prepares presentations and supporting materials for the Director’s use at Park and Recreation Commission meetings and other public speaking engagements.
Serves as the department’s subject matter expert on the reservation, point-of-sale, and membership management software, providing training and support as needed.
Provides direct support to the Park Director using extreme judgement and discretion in assistance; requiring the knowledge to know when to disclose information or keep confidential.
Researches and responds to request for information on park site inquiries, and facility rentals.
Updates social media posts with current information.
Creates and updates promotional materials for park department including pamphlets, videos, advertisements, etc.
Manages any facility rental logistics including: booking, scheduling, ensuring proper forms and paperwork are completed for private facility rentals, and ensures that all rental information is up to date so the facilities are adequately prepared to host rentals.
Works with litter control offices and facilities department recycling coordinator to identify opportunities to beautify and maintain the park in conjunction with Palmetto Pride and other beautification projects.
Assists with establishing yearly department and Dorchester County Parks goals and objectives.
Assists with park events or special programs as required.
Assists with Friends of Dorchester County Parks and other volunteer group activities.
Attends necessary training as required.
Audits and ensure the security and confidentiality of files as appropriate.
Prepares complex and confidential correspondence, memoranda, reports, etc.
Assists in departmental budgeting and financials, reconciliation of accounts and monitoring of grants.
Attends and represents the organization at internal and external meetings.
Purchases and maintains office inventory levels such as paper, pens, toner, etc.
Schedules and maintains calendar of appointments, meetings and travel itineraries and coordinates related arrangements.
Resolves moderately complex issues regarding departmental operations.
Keeps contact database current and communicates with volunteers and participants about upcoming events and volunteer opportunities.
Operates a county computer and appropriate software packages or its equivalent pertaining to departmental activities.
Gathers information and data for meetings and upon the request of Park Director; prepares meeting agendas; may assist in preparation and distribution of meeting minutes.
Interacts with the public and troubleshoots issues and problems on a case-by-case basis.
Serves as a primary point of contact for county park public inquiries.
Escalates requests requiring specialized knowledge to the appropriate staff.
Performs other related job duties as assigned.