Senior Administrative Assistant

York County•Yorktown, VA

About The Position

The Senior Administrative Assistant coordinates complex administrative responsibilities and functions for the Parks and Recreation Division. The role requires organization, discretion, professional judgment, courtesy, and tact when responding to citizens and staff, as well as awareness of the division’s activities and programs. The position manages front-office operations, coordinates administrative policies and procedures, supervises administrative staff, and performs a range of administrative, fiscal, technology, communications, and customer-service functions. The position is on call during emergencies such as hurricanes and may be assigned to emergency shelters or other locations as directed by the Emergency Operations Center. It may also provide staffing for special events outside normal working hours and cover other support staff positions as needed.

Requirements

High school diploma, including or supplemented by applicable college coursework, and five years of administrative work experience, or an equivalent combination of education and experience providing the required knowledge, skills, and abilities.
Thorough knowledge of and ability to operate and maintain information in Parks and Recreation software systems.
Thorough knowledge of and ability to monitor and manage division budget expenditures during the fiscal year.
Thorough knowledge of leadership techniques and procedures for assigning work, scheduling, supervising, training, and evaluating staff.
Thorough knowledge of web design and concepts.
Thorough knowledge of office systems, practices, procedures, and administration.
Thorough knowledge of Microsoft Office Suite and business English.
Thorough knowledge of basic arithmetic and financial computations, including percentages and fractions.
Knowledge of and ability to post and navigate social media platforms appropriately and effectively while complying with policy and law.
Ability to communicate effectively orally and in writing.
Ability to analyze and evaluate procedures and work methods and to exercise judgment in prioritizing multiple tasks and work methods.
Ability to operate a variety of automated office machines.
Must be available on call for emergency situations and may be assigned to work at emergency shelters or other designated areas.
Must be able to assist with special events outside normal working hours.

Responsibilities

Manage the overall operations of the front office and coordinate administrative policies and procedures for the division.
Supervise administrative staff, issue work assignments, maintain leave and attendance records, and conduct performance evaluations.
Perform fiscal duties, including reviewing invoices and receipts, preparing payment requests and purchase orders, maintaining financial records and reports, monitoring expenditures, and analyzing accounts when requested.
Work with the Program Manager to develop and input the annual operating budget, monitor budget activity, identify budget issues, and recommend corrective actions.
Project fiscal-year expenditures for approval by the Parks and Recreation Manager and maintain current account budget balances.
Oversee daily revenue collection, reconcile collections against daily cash reconciliation reports for import into Munis, track revenue, and compile financial reports for the Treasurer and Parks and Recreation Manager.
Administer and coordinate special projects; maintain data in databases and Parks and Recreation software systems; oversee related programming and numbering decisions; and coordinate mass emails to patrons about events, programs, and cancellations.
Train and oversee staff registering adults and youth in recreational activities and ensure registration accuracy.
Train staff on division software systems and how to obtain useful information and data from them; generate program reports to support evaluation and recommendations.
Develop administrative procedures and a training manual for the division’s registration database.
Work with department social media staff on department web pages, keep online information up to date, and maintain ADA compliance on assigned websites.
Provide internet and intranet support to division users, including instruction, technical assistance, and coaching on current and future software and technologies.
Process time and attendance and compile payroll, including regular and overtime hours for full-time and work-as-required staff.
Answer calls, greet visitors, provide program information, refer inquiries to appropriate personnel, and respond to inquiries submitted through Parks and Recreation websites.
Order and maintain office supplies, oversee office-equipment service contracts, and submit and track work orders.
Supervise and direct assigned positions and staff.
Assist with staffing special events, including events held outside normal working hours.
Serve in other support staff roles during absences or as needed.
Serve as a Notary Public, if applicable and needed.
Respond to inquiries concerning programs, policies, and situations using knowledge gained through experience.
Perform emergency on-call duties and work at emergency shelters or other designated locations as directed by the Emergency Operations Center.