Staff Assistant IV Parks, Recreation, and Conservation

Description

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Indian River County

Staff Assistant IV- Parks, Recreation and Conservation:

Performs a broad range of administrative duties in support of the Parks, Recreation, and Conservation Department Director. This position works independently to provide advanced administrative support including, but not limited to, Departmental correspondence, agendas, memorandums, scheduling, Board agenda items, technical and planning documents, site control documents, grant coordination/preparation/management, travel coordination, employee documentation, and customer relation coordination. This is a fully experienced support position requiring exceptional knowledge of governmental functions, operations, and departmental administration.

Essential Job Duties

Provides direct administrative support to the Department’s Director and assists Division Managers with advanced and often technical reports, briefings, and summary analysis for various Parks, Recreation, and Conservation facilities, operations, and employee management.

Acts as a liaison between the department head and division staff. Provides timely information to the Director on emerging and emergency issues.

Assists in managing the Director’s calendar, establishes priorities, and sets up and shifts appointments to maximize efficiency for the Director. Sets and calendars site visits, staff meetings, appointments, and ensures timekeeping reminders are in place.

Receives incoming telephone calls and visitors; ascertains the identity of the caller and the nature of the call and personally handles the matter, refers caller to proper personnel or arranges an appointment with the Director or Division Managers.

Types correspondences, minutes, forms, reports, presentations, agendas, news releases, budget transfers, tables, graphs, newspaper ads and confidential, legal, technical and/or statistical material from copy, rough draft, verbal instructions, or own knowledge.

Ensures the security of the legal and confidential documents. Manages file systems that create efficiency for the Department’s record keeping.

Researches legal and technical documents to obtain selective data relevant to specific questions, operations, and management issues. Manages all site control documents, grant- related documents, management plans, master plans, and agenda histories in coordination with Division Managers and their respective Staff Assistants.

Prepares special reports; assembling budget and technical data; and serves as liaison with County departments and divisions, professional groups, individuals, and the public regarding matters pertaining to programs or operations of the Department.

Reviews source materials for articles, manuals, confidential findings, or speeches and assists the Director in preparing reports, presentations, and meetings

Establishes and maintains a comprehensive filing system including office correspondence, confidential documents, reports, and other material; retrieves, organizes, and summarizes information in digital/print files for the Director.

May serve as records manager for the Department, ensuring records are retained for appropriate length of time and appropriate disposal of records.

Creates itineraries for travel, meetings, and conferences; prepares travel request forms and travel expense reports.

Assists in coordinating staff meetings, including agenda preparation and meeting minute distribution. Informs participants of topics to be discussed and compiles necessary background information.

Assists Division Managers with hiring, disciplinary actions, and liaises with Human Resources staff to ensure all employee management requirements are met.

May be assigned to check and process time sheets, reviewing sick leave, annual leave, and overtime availability and usage. Provides reports and ensures accountability for all Divisions. Coordinates and manages performance evaluations for the Department.

Assists the Division Managers, Recreation Finance Specialist, and Timekeepers on payroll issues. Monitors employee attendance records.

Works closely with the Recreation Finance Specialist and Division Managers on invoicing, vendor payments, point of sale, and other daily operational functions for the Department.

Typical Requirements

Education/Experience:

Associate’s degree preferred. High school diploma / GED or equivalent with a minimum of (5) five years of progressively responsible experience performing a variety of administrative, clerical, paralegal, or similar duties required.

A Bachelor's degree may be substituted for four years of the experience requirement.

Must be highly proficient in computer software and office technology.

Licenses, Certifications, or Registrations:

Florida Notary Public preferred.

Certified Administrative Professional (CAP) or equivalent preferred.

Knowledge, Abilities, and Skills:

Knowledge and understanding of County administrative policy, ordinances, procedures, rules, and regulations.

Ability to explain, interpret, and consult employees and the public regarding policies and procedures pertaining to Parks, Recreation, and Conservation.

Advanced skill with general office operations and methods for creating reports and documents for analysis.

Ability to manage complex schedules, set and manage meetings, schedule multiple attendees, and reserve appropriate conferencing space.

Ability to evaluate, edit, and create well-written job descriptions.

Adept at creating public service announcements, coordinating press inquiries, and monitoring social media outlets.

Ability to create spreadsheets and use the Microsoft Excel platform with its various functions to create detailed reports, charts, and tables.

Knowledge of accounting and budgeting practices used in government agencies.

Understanding of GL codes, Line Transfers, Budget Amendments, and Journal Entries.

Advanced ability to organize technical data, logs, files, and records.

Ability to compile information into technical documents with tables, charts, photographs, and enter written data that is clear, concise, and easy to read/understand.

Ability to run and create budgeting reports on a timely schedule.

Superior ability with Microsoft Office (Word, Excel, Powerpoint), Microsoft Outlook, and various web-based applications including Legistar/Granicus, Munis, UKG/Kronos, Prezi, and others.

Ability to read and retrieve information from online mapping tools.

Ability to understand and reference geographic locations of parks, conservation areas, and an advanced understanding of the County’s boundaries, resources, municipalities, and Commissioner Districts.

Ability to operate various office equipment.

Ability to understand and follow oral and written instructions.

Ability to analyze information and make judgment-based decisions.

Adept and skilled with public and employee communication.

Ability to interact with County staff and external entities in a professional manner.

Skilled with receiving and transmitting sensitive and confidential information

Ability to research documents and provide analysis/summaries.

Advanced typing/keyboard skills are required.

Supplemental Information

ENVIRONMENTAL CONDITIONS:

Work is performed inside an office environment.

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add, or remove duties and assign other duties as necessary. This job description does not constitute a written or implied contract of employment.

JOB DESCRIPTION / ADA ACKNOWLEDGEMENT

ATTESTATION

I understand that a qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act.

I have read the job description for the above position and understand the job duties, requirements, and responsibilities for the position. I attest that I am able to perform the essential functions as outlined in the job description either with or without accommodation. I understand that if I require accommodation, I will contact the Human Resources Department to request accommodation.

If I have any questions about the job duties described in the above job description, I should discuss them with my immediate supervisor or a member of the Human Resources staff.

I have discussed any questions I may have had about this job description prior to signing this

form.

Employees Signature Date

Employees Name (Please Print) Employee Number