ADA - 07/01/92
08/05/94 11/01/96

07/01/99
01/01/03

01/27/2023

Administrative Coordinator - Parks & Recreation

The Town of Southern Pines is seeking a self‐motivated, customer‐oriented, incredibly organized, multi‐tasking, passionate person to join our Parks & Recreation team as an Administrative Coordinator. This unique person will possess the desire to connect with citizens and the community, all while assisting to keep the department operating smoothly and efficiently. Divisions include Seniors, Events, Athletics, Recreation Programs and Aquatics.

General Definition and Conditions of Work:
Performs skilled programmatic support and administrative work involving a variety of office assistance tasks; performs related work as required. Work is supervised by the Parks & Recreation Director.

The Parks & Rec building is a historic building and is not currently ADA accessible. Therefore, you must be able to climb stairs and move about an office environment. This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects; work requires reaching, walking, lifting and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for color perception, preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.

ESSENTIAL FUNCTIONS/TYPICAL TASKS:
Serving as primary office and administrative support for the Parks & Recreation Department; serving as receptionist; preparing and maintaining detailed, complex and/or confidential records and files;

• Answers telephone; takes and relays messages; schedules appointments for staff;
• Assists with the production of fliers, brochures to include Ready, Set, Rec program guide, and event material;
• Assists in promoting departmental programs and facilities on website, online calendars and social media;
• Updates and submits departmental timesheet spreadsheet bi‐weekly for purposes of payroll processing.
• Enters data into a variety of computer programs and databases; compiles data; creates spreadsheets;
• Types from rough draft, copy, marginal notes or verbal instruction; proofreads correspondence;
• Checks and reviews a variety of data for accuracy, completeness and conformance to established standards;
• Greets visitors and refers to proper staff member for disposition; answers questions about program services and handles some complaints;
• Maintains records for department budget and purchasing files; processes invoices; orders office supplies; processes departmental credit card charges and records;
• Attends events and external programs to assist departmental staff, as needed;
• Provides administrative support to assigned advisory boards or groups;
• Maintains spreadsheets and databases of programmatic information;
• Attends meetings, takes and transcribes minutes; schedules meetings and makes travel arrangements;
• Collects and prepares data for records and reports;
• Responds to public inquiries and processes customer requests; informs public of established policies and procedures; schedules appointments with staff;
• Compiles information for publications; may use specialized software to draft publications;
• Provides information to update program websites;
• Handles specialized departmental activities such as registration for recreation and athletic programs; reserves picnic shelters; facility rentals; receives and processes citizen work orders;
• May be asked to serve on internal Town committees to represent the assigned department;

• Performs related additional tasks as required.

Knowledge, Skills and Abilities:
Thorough knowledge of standard office practices, procedures, equipment and office assistant techniques.
Knowledge of the following: operation of data entry equipment; utilities operational procedures and record keeping; cash collections procedures; standard office practices, procedures, and equipment; billing procedures; ability to understand and carry out oral and written instructions; ability to communicate effectively; ability to deal with the public in a firm but tactful manner; and skill in the operation of common office equipment.

Desirable Experience and Training:
Qualified individual will possess a two‐degree Associates degree with two (2) years of full‐time experience in an office environment with preferential consideration given to those qualified individuals with various computer software experience, purchasing experience and marketing experience.

Special Requirements:

• Possession of a valid N.C. driver’s license with an excellent driving record.
• Ability to lift, push or pull items/equipment in the Parks & Recreation office with a maximum weight of 10 pounds.
• NOTE: Office is located on the second floor of historical building with stairs only access.

Job Type: Full-time

Pay: $45,461.00 - $68,191.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person