Office Coordinator

Oversees the work of the part-time Administrative Assistant.

Working under the general direction of the Director of Parks, Recreation & Arts, supervises administrative support functions for the department.

Processes invoices, deposits and purchase orders, maintains budget records, spreadsheets and reconciles monthly financial records.

Processes program registrations, memberships and sales, Processes facility rentals and permits.

Processes and maintains tracking systems for permits, reports, and insurance requirements, Produces monthly and yearly reports.

Receives, responds to, and routes phone calls and email inquiries.

Oversees document archives, records management, and maintenance of various databases and tracking systems.

Responsible for training PRA staff in office procedures, City procedures relative to PRA administrative functions, and oversight of administrative work products.

Attends PRA Committee of Council meetings, Responsible for taking and preparing meeting minutes and distributing and posting meeting packet prior to meetings.

Provide administrative support to citizen advisory committees, including group communications, meeting scheduling and cancellations.

Prepares and distributes meeting agenda packets and summaries for committee meetings, Posts meeting packets on City website, Provides support for other evening meetings as needed.

Assists with the reaccreditation process for Commission on the Accreditation of Parks and Recreation Agencies (CAPRA).

Orders office and departmental supplies and staff apparel as appropriate.

Provides special event or program support as needed.

Assists other divisions and departments during emergencies.

Performs other duties as assigned.

Ability to demonstrate initiative, work independently or with others, make independent judgements, grasp new concepts quickly, and adapt to a changing work environment, Requires the ability to manage multiple projects and maintain working relationships with others.

Must be safety conscious, positive, customer service-oriented team player and self-starter.

Ability to use Windows-based word processing, spreadsheet and database applications, and general office equipment.

Ability to use Canva design platform in addition to other software platforms used for municipal services.

Proficient typing and proofreading skills required, along with knowledge of general office procedures, business, English, spelling, basic math and grammar.

Must have a valid driver's license on start date.