Parks Services Specialist - 0726

City of Greenville•2201 Laurens Road - Greenville, SC

3d•Hybrid

About The Position

Under regular direction and in compliance with standard operating procedures and policies, this role coordinates the administrative functions of office duties for the department. The specialist serves as the Parks & Grounds division point of contact for all facility needs, including room reservations for internal and external customers, maintenance issues, office supply and uniform ordering, and coordination with vendors and deliveries. This position provides coordination, budgetary, and project support as needed to aid other division and department managers. Performs research, reporting, and analysis as needed, pertaining to departmental projects, purchasing, programs, and services. Manages requisition entering, Purchase Order (PO) invoice processing, and check requests for credit card payments for the division. Serves as department backup for entering and processing of field purchase orders and check requests. Provides timely filing of required documentation and payment for products, services, and leases. Communicates regularly with division management to review budget forecasts, expenditures, requisitions, and grants. Provides cost-benefit analysis for department programs and initiatives as needed. Assists with volunteer events, employee appreciation, and recognition events. Responsible for the City Park and Amenities rentals, including drafting and executing agreements, collecting and processing payments, reconciliation, and related reports. Documents and monitors training and certification records for department personnel utilizing the City’s learning management system. Creates, implements, and oversees the processes involved with tracking, recording, and maintaining asset inventory and equipment for the division and department.

Requirements

Associate degree in business, management, public administration, or a related field or any equivalent combination of education, training, and experience.
Over two (2) years of experience working in a high-level administrative support capacity including office management experience.
Experience with business software applications (e.g., database management, spreadsheets, graphic presentations, etc.).
Valid South Carolina Class D Driver's License.
Knowledge of basic accounting, payables, reconciliation, data entry, purchase orders and invoice processing.
Knowledge of applicable local, state and federal laws, codes, and regulations.
Knowledge of customer service principles and practices and office management operations.
Knowledge of generally accepted accounting principles, practices, and procedures and their application for governmental accounting.
Knowledge of computer research techniques, methods, and procedures.
Knowledge of electronic financial systems, Microsoft Office Suite, and related software.
Ability to establish and implement effective administrative programs and procedures.
Ability to respond to and resolve difficult citizen inquiries and complaints and advise public on policies, procedures, and regulations.
Ability to work overtime and/or extended hours for emergency operations.
Ability to effectively prioritize multiple tasks for self and others.
Ability to analyze information in order to identify issues and implement solutions.
Ability to develop and maintain cooperative and professional relationships with employees and all levels of management.
Ability to appropriately handle confidential information.
Ability to use effective judgment in discussing and resolving customer related issues consistent with City and department policies and procedures.
Ability to communicate basic to complex ideas verbally and in writing in a clear, concise and professional manner.
Ability to prepare written reports and presentations, summarize meeting minutes, and compose emails, business letters, and various correspondence.
Ability to review, proofread, and/or edit assigned work products to ensure correct grammar and consistency of format.
Ability to respond appropriately to public inquiries and present a positive public image.
Ability to maintain excellent organization and attention to detail; develop and maintain filing systems; and maintain complex records using a variety of source materials.
Ability to manage multiple projects and perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines with frequent interruptions and changes in priorities.
Ability to frequently apply a high degree of independent, logical, evaluative, and/or professional thinking to originate and develop new or improved procedures, techniques or ideas.
Ability to perform routine office management details without referral to supervisor, as well as plan and organize own work.
Ability to seek out ways to streamline and improve workflow processes.
Ability to understand, interpret and apply accounting standards and procedures, applicable government rules and regulations, and City policies and procedures.
Ability to make intermediate level mathematical calculations and draw logical conclusions.
Ability to develop accounting data in preparation of reports and statements, track and reconcile expenditures, as well as, ensure accuracy of invoices and other related documents.
Ability to drive a City vehicle as needed.
Ability to operate general office equipment to include scanner, printer, copier, telephone, and computer with Microsoft Office Suite.
Ability to utilize specialized software and systems in performance of job duties which may include work management system, mapping system, HR systems, basic graphic design systems, and purchasing and financial systems.

Nice To Haves

Bachelor's degree in business, maintenance, public administration, or a related field.
Experience or training in a parks, recreation or tourism setting.

Responsibilities

Provide administrative support to department and division employees, responding to routine inquiries and escalating issues.
Serve as the main point of contact for supply ordering, uniform, personal protective equipment, and work boot purchasing and tracking.
Provide general administrative support such as word processing, data entry, maintaining files, processing/distributing mail, and document duplication.
Order office supplies, process invoices, credit card statements, contract services, receipts, billing items, and prepare/enter POs and check requests.
Maintain office equipment (e.g., copier, fax machine).
Assist in tracking budget expenses, perform cost comparisons, solicit quotes, maintain accounts, and manage end-of-year budget procedures.
Compile and distribute support materials for candidate hiring, interviews, committee meetings, and other general meetings.
Schedule and coordinate candidate interviews, internal and external meetings, and appointments.
Maintain and ensure accessibility to user guides on various software systems and provide related technical assistance.
Assist with training on the use of systems and department processes such as Cityworks, GPS tracking system, inventory control, Naviline, MapIt!, and applicant tracking system.
Manage office equipment and coordinate service needs with vendors.
Manage and implement special projects as assigned.
Manage and respond to facility reservation requests for parks, shelters, event space, and recreation program registration inquiries.
Provide information on park schedules/availability, location, policy guidelines, and related City ordinances.
Process payments for reservations and rentals and manage rental contracts for Rock Quarry Garden and River Lodge.
Enter service requests into the work management system and provide proper notice to employees of all rental times, dates, and anticipated attendees.
Assist with division personnel training and certifications utilizing the City’s learning management system.
Assist with tracking of completed trainings for all Parks & Grounds employees.
Assist in enrolling employees in training classes, conferences, etc.
Track attendance and completion of seminars and trainings, including required internal department training as well as training through external agencies.
Maintain attendance tracking calendar and sheets for the division.
Manage and oversee complete and thorough filing in both hard copy and digitally of all cemetery records, as well as all accounting records and receipts for the division.
Perform visual inspections and map on GIS, locations and the general conditions of City assets, equipment, tools, vehicles, facilities, restrooms, furnishings, flora, tree canopy, signage, storage bins and areas, undeveloped parcels, bridges, playgrounds, athletic fields, playing courts, concession stands, hardscape and landscaped areas.
Perform other duties as assigned.