Secretary II - Parks & Recreation

Layton City•Layton, UT

1d•Onsite

About The Position

The Secretary II position performs a variety of full performance, routine administrative, and complex clerical duties to expedite the delivery of parks and recreation programs and services. This role involves following established processes, procedures, and direction to support the mission and purpose of the Parks and Recreation Department, while also promoting and adhering to the City's mission statement, values, and expectations. Key functions include acting as a staff assistant to the Department Director, handling reception duties, managing communications, transcribing documents, maintaining records, scheduling appointments, coordinating meetings, and managing facility reservations. The Secretary II is also responsible for attending and transcribing minutes for the Layton City's Parks and Recreation Commission, ensuring compliance with State law, and maintaining associated records. Additionally, the role involves personnel support for part-time and seasonal staff, assisting with program participant registration, managing fees and revenues, preparing and distributing program information, monitoring and updating social media and websites, and performing general bookkeeping and routine accounting tasks, including budget monitoring, purchasing, and accounts payable. The position also entails collecting and organizing data for reports, handling revenues, and maintaining departmental historical records.

Requirements

Graduation from high school with course background in secretarial science, general office practice and procedures
One (1) year of specialized training related to above duties
Two (2) years of responsible experience performing above or related duties
High level of knowledge, skills, and abilities in writing, grammar, spelling, and punctuation
Must be able to type 40 wpm

Responsibilities

Promotes and follows the City's mission statement, values and expectations
Performs as a staff assistant to the Department Director
Acts as receptionist; answers phone and routes calls; takes and relays messages; provides information to inquiring parties; responds to general questions from the public
Takes notes and transcribes material into documents, letters, reports, memos, or other general correspondence
Composes routine letters and informative notices
Maintains various program and activity files, records and documents
Prepares meeting agenda and takes minutes
Schedules appointments for Director and supervisors
Notifies commission members of meetings; coordinates schedules with officials, administrators, etc.
Prepares program schedules showing dates, places, volunteer assignments and related detail
Apprises personnel of changes as needed
Calendars reservations and rentals for recreation facilities and parks buildings and grounds
Attends, takes, and transcribes minutes of Layton City's Parks and Recreation Commission
Assures that minutes are kept according to State law for the Commission
Maintains all records, applications, awards associated with the Commission
Maintains record of starting and quitting dates for part-time and seasonal personnel
Prepares hiring packets and personnel action notices as needed by the director or supervisors
Maintains training records for staff, and monitors part-time and seasonal employee employment dates for potential salary increases
Assists in the registration of program participants
Takes registration and liability release forms and fees, issues receipts
Allocates fee revenues to appropriate programs through ledger records or computer programs
Maintains daily list of registration activities to monitor participant levels and related program needs
Assists in the preparation of program information
Distributes program information to the public or makes referrals to program coordinators and administrators
Monitors social media, including Facebook and Twitter, and City and Department websites to ensure information presented is timely and accurate
Updates program information and registration schedules as needed
Provides budget information and detail related to office supplies and inventory
Monitors expenditures for general supplies
Purchases office and program supplies as approved
Submits claims for payment of expenditures, or purchase orders through established procedures
Sets up vendor accounts, tracks purchase orders to assure delivery and accurate billings
Issues refunds
Prepares daily deposit detail and submits to city treasurer
Prepares summaries of program revenue as needed to complete various reports
Performs general bookkeeping and routine accounting
Monitors accounts payable; receives and reviews vouchers and invoices to prevent duplicate payments
Secures final approval for processing according to department procedures and submits to City Treasurer for payment
Collects data from various departmental divisions and programs; organizes information into reports and various informative documents
Receives, counts and turns in revenues to the Finance Department
Maintains scrapbook as needed to develop departmental history
Performs related duties as required