MAJOR RESPONSIBILITIES AND DUTIES:

Essential Functions: Performs a wide variety of professional-level research, administrative, and analytical duties in support of assigned functions and operations for department and division; performs duties in support of various administrative operations and activities within the designated area of responsibility, including special projects research studies, budget analysis, and other specialized functions. Administers and coordinates assigned functions or projects; participates in developing and implementing goals, objectives, and priorities for assigned functions or programs; recommends and implements resulting policies and procedures; creates and modifies policy and procedural manuals and guidelines. Performs program management support for multiple bond programs in the areas of parks and facilities. Duties involve public information and education; accounting; contract administration; staff coordination with Citizen Oversight Committees, and more. Researches and prepares financial and historical data for departmental staff and outside agencies. Liaison to the Norman Park Foundation, Inc.; attends all meetings, records minutes, and archives all Foundation documentation; manages and administers all Foundation resources; designs informational and contest forms for distribution and use by the public. Participates in budget development and administration; analyzes proposed capital, operating, and maintenance expenditures; prepares reports and analyses related to the impact of budgetary decisions; prepares financial forecasts; tracks and monitors budget expenditures. Assists in formulating the budget; types, calculate, and coordinates completion; maintains budget records throughout the year. Balances and reconciles budget and prepares financial reports; reviews detailed financial records of funds allocated to the department to ensure accuracy and determine financial status. Plans, coordinates, and evaluates activities associated with assigned contracts; participates in research and evaluation of proposed contractual obligations and agreements; assists in contract negotiations and administration; monitors compliance with applicable contractual agreements. Assists in coordinating interdepartmental and departmental activities with other City departments and divisions and outside agencies. Coordinates, facilitates, and attends public meetings and open houses to inform and educate citizens on a range of topics; develops and assists with Parks and Recreation outreach initiatives. Types and composes confidential and specialized letters, legal documents, memos, charts, reports, minutes, agendas, bid specifications, contracts, or other documents and correspondence. Compiles and verifies complex and technical information for processing; prepares reports, charts, or tables from general specifications; researches and assembles various data from office records for incorporation into various reports. Serves as staff support for various special interests, projects, and/or events; coordinates City wide events with departmental staff, other City departments, private vendors, civic associations, and county and state agencies. Researches and gathers special project information for Director or Manager to prepare periodic progress reports; answers inquiries from the public, schedules meetings, and processes mail; types and prepares information such as agendas, minutes, budgets, reports, press releases, etc.; organizes and coordinates assigned projects logistics and resources to meet all deadlines and maintain quality. Prepares and processes personnel and payroll records for a department; maintains logs to include hours worked, sick leave, compensatory time, and vacation leave on each employee; maintains confidentiality of the same; calculates leave time and earned compensatory time; ensures performance evaluations are conducted on schedule. Prepares progress, statistical, and narrative reports concerning office activities and projects using information from office files and/or other sources. Processes routine and complex transactions for a specialty area within the department; conducts and monitors each step of the process from beginning to end; complies with departmental policies and procedures. Schedules appointments, meetings, and/or reservations manually or on a computer; maintains departmental calendar; coordinates meetings, conferences, and speaking engagements and travel arrangements when necessary. Reviews accounts payable approves invoices for payment and reconciles accounts monthly for department and program budgets. Maintains and monitors manual and computerized recordkeeping systems; codes, enters, posts, and tabulates data; prepares statistics and summary reports; and submits information for further processing. Maintains manual filing systems; reviews, codes, and files documents alphabetically, numerically, or by other designated sorting methods; purges files to locate specific information. Reviews and tracks departmental revenue; receives, sorts, records, receipts, and tabulates monies; performs routine and complex computations to include tabulating data and balancing accounts; proofs calculations and processes necessary paperwork to correct errors. Oversees and processes routine and complex transactions for operating and capital budgets; conducts and monitors each step of the process; complies with departmental and City purchasing policies and procedures; produces quarterly capital reports. Researches and prepares financial and historical data for departmental staff and outside agencies. Attends meetings and records minutes; types and prepares minutes for distribution. Writes and administers grants for artistic and environmental resources; works in close partnership with outside agencies. Answers the telephone, screens, and routes calls, provide the public with general information regarding department services, and respond to general public requests. Greets the public and provides assistance in obtaining information regarding the department's services/operations; represents the department in a courteous, discreet, and helpful manner. Photocopies, microfilms, teletypes, facsimiles, various documents, correspondence, forms, etc. Serves as lead worker to subordinate clerical personnel; assigns and reviews work; instructs and trains employees in proper methods and procedures.

Examples of Other Major Responsibilities: Coordinates with multiple department operating divisions and staff. Manages Council agenda items and calendars. Confers with management to keep them informed on key issues to obtain their support and approval. Receives, date stamps, opens, sorts, and distributes incoming mail. Designs and updates various forms used to record information used in the daily operations of the department. Inventories and orders office supplies, equipment, uniforms, etc., to maintain a sufficient list for departmental usage; completes and maintains departmental purchase orders. Performs day-to-day activities that are required to keep the department (program) functioning effectively but are not specifically related to project work. Performs other related work as required.

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience: Four-year degree from an accredited college or university in Public Administration, Finance, Business, Project Management, or closely related field or equivalent experience in the field listed above or administration. Four years of progressively responsible related experience or any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities

Licenses and Certifications: Must possess a valid state driver’s license and satisfactory motor vehicle record.

Knowledge: Project and program management procedures and techniques. Municipal budget operations, research techniques, and public administration with a focus on local government management. Principles and practices of municipal budget management, purchasing, and accounting. Federal and state regulations for transit grant administration. Open Records and Open Meetings Acts. Principles, concepts, and practices of auditing. Oral and written communication ability equivalent to that normally acquired through college education and significant administrative experience. Office administrative and secretarial practices and procedures, such as business letter writing and the operation of standard office equipment, including a word processor and personal or online computer Recordkeeping, report preparation, filing methods, and records management techniques. Correct English usage, including spelling, grammar, punctuation, and vocabulary. Standard business arithmetic, including percentages and decimals. Purchasing methods and procedures; cash handling policies.

Skills: Skills in and demonstrated ability to perform detailed cost-benefit, program, process, fee, and policy analysis. Skills in applying basic principles, concepts, and practices of program management. Typing at the rate of 50 net words per minute from printed copy. Strong skills in using spreadsheet and database software; ability to continuously learn new software and programs. Analytical skills are necessary to perform numerical calculations to obtain totals and balances, and verify information from complex forms and transfer to computers or manual reports. Skill in communicating clearly and concisely in both verbal and written form. Ability to write professional documents and memos. Oral and written communications, including public speaking and group presentations. Ability to establish and maintain effective professional working relationships. Interpersonal skills are necessary to effectively interact with department heads, internal staff, citizens, and other departmental staff in order to give and extricate information in a courteous and friendly manner. Organizing and prioritizing tasks, meeting critical deadlines, and following-up assignments with limited supervision. Mathematical skills for accounting and recordkeeping purposes.

Mental and Physical Abilities: Ability to maintain regular, predictable, and punctual attendance. Ability to concentrate and pay close attention to detail reviewing, preparing, presenting, reading, and writing reports and other types of documents. Analytical abilities to interpret data, recognize discrepancies contained in data, and correct or determine the cause of discrepancies. Analytical abilities to integrate and interpret data from various sources and to plan, develop and implement responsible strategies. Ability to analyze problems to identify significant factors, gather pertinent data, and recognize solutions. Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering telephones or speaking in person to citizens requiring assistance. Ability to receive and follow both oral and written instructions and to use resourcefulness and tact with public contacts. Ability to work independently and apply sound judgment when resolving reoccurring problems and customer complaints. Ability to interpret, apply, and explain departmental policies and procedures. Ability to maintain confidential nature of the work. Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lb.) 5-10% of work time.

Working Conditions: Work is performed in a typical office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like.