Under the direct supervision of the General Manager, leads the overall administrative functions of the organization including administration of payroll and benefits, personnel policies, and procedures; workers compensation functions; employee recruitment and selection; supports employee engagement and wellness and other HR duties; coordination of vendors; and provides administrative support to the General Manager.
This position is characterized by the responsibility to plan, organize, and coordinate organizational operations which involve program specific clerical operations and/or any combination of such administrative services as, personnel, benefits administration, centralized executive support, facility repair/maintenance coordination, and purchasing. Incumbent may supervise others, directly and/or through subordinates, and perform a combination of technical and complex administrative work. This position will manage interdepartmental administrative affairs. The position may be classified as a confidential employee.
Coordinates and oversees various HR functions including recruitment and selection of new hires, conducts background investigations, administers employee benefit programs, handles workers compensation claims, develops, and recommends personnel policies and policy revisions to the General Manager, and ensures compliance with Labor and Equal Employment Opportunity laws and regulations.
Plans and organizes clerical support activities; establishes procedures, practices, and work methods to increase work unit effectiveness and efficiency; coordinates work performed in support of one or more functional units by providing central authority, disseminating information, determining assignment of functional responsibility, and supervising staff.
Collects, compiles, evaluates, and reports department-specific program or administrative information; oversees quality control of database or spreadsheet information; conducts expenditure/revenue review; assists in budget preparation; performs program/accounting audit research; completes assignments in space planning, personnel, staff utilization, contract administration, and office automation.
Develops work unit specific databases and other record management activities; coordinates the production of such documents as Board Meeting packets, statistical reports, or public presentation/ information materials; schedules work; drafts meeting minutes and routine correspondence.
Serves as departmental resource on activities supervised and clerical procedures; assists supervisors and professional staff in organizing work processes and coordinating work through the department/division; resolves intra-departmental operational problems; serves as central point within department/division to ease management/administrative communication.
Coordinates with department staff and representatives of other departments on such administrative and operational matters as personnel, accounting, purchasing, building maintenance/repair, and telephone services.
Provides website management and updates; supports the District’s overall communication plan.
Supervises and oversees the work of the Administrative Assistant, covers for Administrative Assistant when on vacation.
Other tasks and assignments as determined by the General Manager.
BA or BS from an accredited college or university, preferably in Parks & Recreation Management, Human Resources, or a similar discipline.
Three years of advanced journey level administrative and/or Parks & Recreation experience that included lead worker or supervisory experience and some training or experience in bookkeeping, budgeting, and human resource administration; or,
Equivalent combination of education and experience that would provide the required knowledge, skills, and abilities.
Additional Requirements: Possession of a valid California Class C Driver's License required. Independent travel between work sites, suppliers or County facilities may be required.
Knowledge of: Sound customer service practices and procedures; office practices and procedures; office equipment operation; basic data collection and compilation techniques; document formatting techniques; standard office automation software and HRIS systems; supervisory practices and techniques; automated and manual records management practices; clerical work methods review and measurement techniques; basic personnel, payroll and purchasing procedures; clerical/technical level accounting and basic budgeting practices; English usage and grammar.
Skill in: The use of computer keyboards and peripheral equipment; strong written and verbal communication; detail-oriented; team player.
Ability to: Prioritize, plan, and organize work; supervise staff; exercise discretion and independent judgment; explain and apply policies, processes and procedures; evaluate situations and resolve through the application of District/department policies and procedures; communicate both verbally and in writing; proofread or edit material; perform arithmetical and simple statistical calculations; review, evaluate, and modify clerical work methods; establish and maintain working relationships with clients, customers, and representatives of other divisions/departments/agencies; collect and analyze data, draw conclusions and make recommendations; prepare a variety of documents and reports; use office automation tools; understand fiscal/statistical reports; maintain confidentiality of information.
Lively recreational facility, indoor and outdoor work environment; may be exposed to variable or inclement weather conditions.
Essential and marginal functions may require maintaining physical conditions necessary for variety of teaching and recreational activities such as: ability to stand, walk, sit, kneel, or crouch for a prolonged amount of time; ability to bend, stoop, run, balance, climb, push, and pull; ability to lift and carry objects, including children, up to 25 pounds.
Ability to read instructions, read fine print, view computer screen, operate vehicles and equipment; ability to converse on the telephone and in person assisting customers and program participants; ability to use computer keyboard, copy machine, take notes, and answer telephones. Reasonable accommodations will be made for those with disabilities.
Visual and auditory ability to observe and to respond to critical incidents and the physical ability to act swiftly in an emergency.
The Application Process
Applicants must submit a cover letter, resume and completed employment application.