Office Coordinator

*Interviews will be conducted immediately until position is filled*

ABOUT ISLA VISTA RECREATION & PARK DISTRICT

Isla Vista Recreation & Park District (IVRPD) is an independent special district located in an unincorporated area of Santa Barbara County that serves approximately 15,500 people in the one-half square mile of Isla Vista near UC Santa Barbara. IVRPD’s mission statement is to enhance, improve, and protect the quality of life in the community through the maintenance and improvement of parks, and the organization and administration of recreation programs. IVRPD maintains twenty-five parks and approximately fifty-five acres of open space, much of which is environmentally sensitive habitat area for

wildlife and native plant species. IVRPD was founded in 1972 and follows an organic maintenance policy.

DEFINITION/GENERAL PURPOSE

Under the direction of the General Manager and/or Assistant General Manager, the Office Coordinator is responsible for assisting in maintaining, preparing, and reviewing operational reports for the district. Key responsibilities include: assisting in developing, reviewing, and documenting policies, analytical systems, and procedures; coordinating payroll and employee benefits; supporting of Isla Vista Board of Directors and Committees; assisting in developing, preparing, and coordinating board meetings minutes, assisting in preparation of information for the public on District policies and procedures. Additionally, the Office Coordinator assists in supervising and overseeing routine tasks and special projects performed by other administrative personnel. The Office Coordinator also perform basic sorting, filing, copying as required, in addition to the broader range of office planning and organization functions assigned and ensure the office operates smoothly, efficiently, securely, and effectively.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the General Manager, Assistant General Manager, directly reports to the Fiscal Officer. Assists in oversight and direction over administrative office personnel, and clerical staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES - Essential duties may include, but are not limited to, the following.

Essential Functions:

1. Manage all onboarding and separation of employees.

2. Maintain training schedule for all trainings.

3. Work with the County, outside auditors, and Fiscal Officer and management staff on maintenance and updating District records.

4. Responsible for the development and maintenance of time and leave records tracking for Board and Employees.

5. Assisting for the security of personnel records and maintaining files on all District employees.

6. Type, proofread and prepare a variety of documents and forms including general correspondence, reports, orders and memoranda from rough drafts, written or verbal instructions.

7. District’s initial point of contact for public members, general email, phones and general communications.

8. Enter data into a computer systems from various sources including accounting, statistical and related documents; verify data for accuracy and completeness; assist in the compilation of reports.

9. Coordinate communications to collect fees, issue receipts for fees collected; receive and reconcile cash receipts with direction from the Fiscal Officer and management staff.

10. Participate in the maintenance of a complex filing system; perform various clerical duties in support of assigned functions for the Board of Directors and District Management team.

11. Answer the telephone and wait on the general public; provide information on District policies and procedures as required.

12. Process the mail including receiving, sorting, and distributing incoming and outgoing correspondence.

13. Serve as the coordinator to the Board of Directors, which includes taking minutes at board meetings, preparing correspondence and reports, and assembly and distribution of materials for monthly board meetings and tracking key milestones before and after meetings.

14. Attending and preparing agendas with management for Board and committee meetings. Drafting and producing formal District correspondence as per the minutes, production of Board packets, and providing other information when feasible.

15. Assists as District's risk coordinator, scheduling and organizing safety meetings, training, and inspections. Taking accurate minutes and preparation of agendas for safety meetings; Maintain file on safety minutes and agendas; Send agendas and minutes to insurance representatives as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Continued)

16. Assisting with Board meeting arrangements and preparing audio-visual materials and a general sense of familiarity of technology and willingness to learn how to navigate programs like zoom and kandu recording and video equipment.

17. Maintains and processes workers’ compensation claims and general liability claims.

18. Responsible for keeping an inventory of district office supplies and delegating staff quarterly ordering needs.

19. Mailing District agendas and maintaining formal District mailing lists.

20. Assisting with public requests for information of Board policies and actions.

21. Maintaining District Policy Manuals and important Board approved documents.

22. Coordinates and supervises overall office functions and provides front office customer service to the public in support of office hours.

23. Research grants for District programs/facilities. Collect, analyze data and submit for potential grants for parks and recreation programs and facilities for the District.

24. Coordinates and oversees administrative assistants who manage park rental program; collect all fees and deposits, keep records; coordinate inspection and clean-up with grounds staff; submits paperwork for deposit refunds to accounting.

25. Assist with special events and other district programs as needed.

26. Other work as assigned by General Manager and Assistant General Manager in relation to office coordination as appropriate.

QUALIFICATIONS AND REQUIREMENTS OF POSITION

Knowledge of:

Modern office procedures, methods and computer equipment

Principles and procedures of filing.

English usage, spelling, grammar, and punctuation.

Basic mathematical principles.

Ability to:

Perform a wide variety of office clerical duties in support of assigned function.

Participate in routine record keeping duties.

Participate in the requisition of office materials and supplies.

Ability to work collaboratively with all staff and the public with minimal supervision.

Ability to adapt to new or changing processes quickly and efficiently.

Strong computer skills required with proficiency in MS Office. Type at a speed adequate for completing assigned tasks.

Supervise administrative staff.

Proven ability to manage multiple projects while maintaining strict attention to detail.

Manage District calendar, schedules and timelines.

Maintain accurate and complete records.

Observe safety hazards and react accordingly.

Understand and follow oral and written instructions.

Operate a bicycle safely.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include the following:

A. Sitting for extended periods of time

B. Operating assigned maintenance equipment

Maintain effective audio-visual discrimination and perception needed for:

A. Making observations

B. Communicating with others

C. Reading and writing

D. Operating assigned equipment and vehicles

EDUCATION, EXPERIENCE, AND TRAINING

Any combination of experience, training, education that would provide the required knowledge and abilities listed above.

Experience:

Two years of general administrative office supervision experience. Experience working with the public is desirable. Experience managing payroll and employee benefits preferred.

Education and Training:

Equivalent to the completion of twelfth grade. College and additional specialized clerical training and education is desirable.

License or Certificate:

Possession ability to obtain an appropriate, valid class "C" driver's license.

WORKING CONDITIONS

Environmental Conditions:

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

Physical Demands:

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, to operate a motor vehicle, and to visit various District and meeting sites. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required.

Must be able to meet the physical requirements for the position; including lifting and carrying up to 25 lbs, sitting and/or standing for extended periods of time, and repetitive keyboarding.

FLSA/WAGE CLASSIFICATION:

Job Type: Full-Time, benefited position

Pay: $29.50 - $37.65

IMPORTANT APPLICANT INFORMATION

IVRPD provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, IVRPD complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

IVRPD expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of IVRPD's employees to perform their job duties may result in discipline up to and including termination.

Job Types: Full-time, Part-time

Pay: $29.50 - $37.65 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $30 - $38