Secretary II - Parks & Recreation

GENERAL PURPOSE

Performs a variety of full performance, routine administrative, and complex clerical duties as needed to expedite the delivery of parks and recreation programs and services. Follows established processes, procedures, and direction to further the mission and purpose of the Parks and Recreation Department.

ESSENTIAL FUNCTIONS

• Promotes and follows the City's mission statement, values and expectations.
• Performs as a staff assistant to the Department Director; acts as receptionist; answers phone and routes calls; takes and relays messages; provides information to inquiring parties; responds to general questions from the public; takes notes and transcribes material into documents, letters, reports, memos, or other general correspondence; composes routine letters and informative notices; maintains various program and activity files, records and documents; prepares meeting agenda and takes minutes.
• Schedules appointments for Director and supervisors; notifies commission members of meetings; coordinates schedules with officials, administrators, etc.; prepares program schedules showing dates, places, volunteer assignments and related detail; apprises personnel of changes as needed; calendars reservations and rentals for recreation facilities and parks buildings and grounds.
• Attends, takes, and transcribes minutes of Layton City's Parks and Recreation Commission. Assures that minutes are kept according to State law for the Commission. Maintains all records, applications, awards associated with the Commission.
• Maintains record of starting and quitting dates for part-time and seasonal personnel; prepares hiring packets and personnel action notices as needed by the director or supervisors; maintains training records for staff, and monitors part-time and seasonal employee employment dates for potential salary increases.
• Assists in the registration of program participants; takes registration and liability release forms and fees, issues receipts; allocates fee revenues to appropriate programs through ledger records or computer programs; maintains daily list of registration activities to monitor participant levels and related program needs.
• Assists in the preparation of program information; distributes program information to the public or makes referrals to program coordinators and administrators.
• Monitors social media, including Facebook and Twitter, and City and Department websites to ensure information presented is timely and accurate. Updates program information and registration schedules as needed.
• Provides budget information and detail related to office supplies and inventory; monitors expenditures for general supplies; purchases office and program supplies as approved; submits claims for payment of expenditures, or purchase orders through established procedures; sets up vendor accounts, tracks purchase orders to assure delivery and accurate billings; issues refunds; prepares daily deposit detail and submits to city treasurer; prepares summaries of program revenue as needed to complete various reports; performs general bookkeeping and routine accounting.
• Monitors accounts payable; receives and reviews vouchers and invoices to prevent duplicate payments; secures final approval for processing according to department procedures and submits to City Treasurer for payment.
• Collects data from various departmental divisions and programs; organizes information into reports and various informative documents.
• Receives, counts and turns in revenues to the Finance Department.
• Maintains scrapbook as needed to develop departmental history.
• Performs related duties as required.

MINIMUM QUALIFICATIONS

Graduation from high school with course background in secretarial science, general office practice and procedures; plus, one (1) year of specialized training related to above duties.

Two (2) years of responsible experience performing above or related duties.

Or an equivalent combination of education and experience.

High level of knowledge, skills, and abilities in writing, grammar, spelling, and punctuation.

SPECIAL QUALIFICATIONS

Must be able to type 40 wpm. May be required to take certified type test at time of interview.

LAYTON CITY BENEFITS

Benefits effective upon date of hire.

• Comprehensive Health, Dental, and Vision Plans
• 13 Paid Holidays
• Vacation and Sick Leave
• Annual Sick Leave Buy-Back Option
• Retirement - Utah State Retirement System
• Employee Assistance Program
• Long-Term Disability
• Wellness Program
• Tuition Assistance

Salary : $20 - $28