JOB DESCRIPTION

 

 

JOB TITLE:     Administrative Assistant I

(Parks and Recreation – Resources Administration –Parks Personnel)

 

MAINTENANCE REVIEW DATE:  August 2000

 

ORG/POS #:  3030/1590

 

JOB OBJECTIVE:  To provide administrative and clerical support to the Resources Division and the Deputy Director for Parks and Recreation to ensure compliance with accounting functions relating to revenues and expenditures.

 

ACCOUNTABILITY:  Receives general supervision from the Deputy Director of Parks Administration.

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Monitors the Enterprise Fund and Special Project account balances to ensure expenditures do not exceed projected revenue; notifies Division managers of excessive expenditures; reviews purchase requisitions to ensure items requested have been budgeted; approves requisitions which comply with budget and procedural constraints; prepares Account Transfer Request (ATR) forms.

 

2.         Compiles Enterprise Fund budget data and operates the computer to enter data to update the City’s maintenance program, upon approval of the Deputy Director for Parks Administration.

 

3.         Receives travel forms received from Department employees; reviews the arithmetic calculations and other contents for accuracy and submits to the Deputy Director of Parks Administration for approval.

 

4.         Prepares a report of departmental equipment to be replaced.

 

5.         Maintains files of bid specifications, available vendors, and correspondence relating to Department equipment and materials; researches specifications for office equipment and materials to be purchased by the Division’s administrative office.

 

6.         Monitors the preparation of purchase requisitions for the department; reviews all Department invoices for payment; ensures availability of funds for payment of bills by making approved transfer.

 

7.         Directs the work activities of and monitors the performance of the Resource Technician.

 

8.         Prepares an account expenditures report by compiling data from the City’s financial system.

 

9.         Monitors Trees for Tomorrow Donation Programs; advises Division personnel of compliance issues as it relates to donations; reviews invoices for payment; ensures funds are available in appropriate accounts for related projects.

JOB TITLE:  Administrative Assistant I (Parks Personnel)

JOB DESCRIPTION – CONTINUED

 

 

10.       Composes and ensures typing of letters, memoranda and reports for signature of the Department Director and Deputy Director for Parks Administration.

 

11.       Serves as backup to the Administrative Assistant I (Resources Administration) to enter payroll information into the computer for all Parks Divisions and contractual personnel by coding leave time, overtime, and salary adjustments; prepares employee status change forms and request for personnel; maintains department personnel files; operates a computer terminal to input payroll information; ensures proper forms are submitted to the financial computer system.

 

12.       Operates a microcomputer, utilizing DOS, Microsoft Publisher, PowerPoint, Excel, Access, WordPerfect, Rumba, and Monarch to process budget information and prepare reports.

 

13.       Answers questions and provides information to vendors regarding complaints, clarification of billing, invoice amounts and expected payment dates.

 

14.       Serves as backup to the Administrative Assistant I (Resources Administration) to ensure the preparation of time sheets and personnel status change forms for departmental personnel; ensures payroll checks are properly routed to supervisors for distribution.

 

15.       Researches, recommends, and develops employee recognition and incentive programs for Department employees.

 

16.       Conducts orientation program for new employees relating to Department issues including policies, practices, safety issues, etc.

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Prepares year-end project expenditure level reports.

 

2.         Provides information and administrative guidance to department personnel regarding policies and procedures relating to purchasing procedures; assists with training workshops to provide internal control of purchasing procedures, as required.

 

3.         Conducts research, compiles information submitted by Divisions and develops the Department annual report.

 

4.         Monitors departmental Workers’ Compensation claims for compliance with City policies and procedures.

 

5.         Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:

 

Provides general supervision to the Resources Technician.

JOB TITLE:  Administrative Assistant I (Parks and Recreation – Parks Personnel)

JOB DESCRIPTION – CONTINUED

 

 

PHYSICAL REQUIREMENTS:  The physical demands marked below are representative of those that will be required to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

                                                                            YES                                                                            NO

Lifting (lbs.)		ü
Carrying (lbs.)		ü
Stooping, Bending		ü
Kneeling, Squatting		ü
Walking	ü
Standing	ü
Sitting	ü
Climbing, Balancing (e.g., climbing and working from ladder)		ü
Use of Hands to Finger, Handle, or Feel	ü
Physical Coordination (sequential or simultaneous use of hands, arms, feet, and legs)	ü
Eye-Hand Coordination	ü
Close Vision (clear vision at 20" or less)	ü
Distance Vision (clear vision at 20' or more)		ü
Color Vision (ability to identify and distinguish colors)		ü
Depth Perception (ability to judge distance spatial relationships)		ü
Hearing	ü

 

WORK ENVIRONMENT:

 

The environmental conditions marked below are common to this job:

 

                                                                            YES                                                                            NO

Outdoor Weather Conditions		ü
Wet, Humid Conditions (non-weather)		ü
Work Near Moving Mechanical Parts		ü
Work in High, Precarious Places		ü
Fumes or Dust		ü
Toxic or Caustic Chemicals		ü
Extreme Heat (non-weather over 90º F.)		ü
Low Noise (e.g., business office)	ü
Moderate Noise (e.g., light motorized equipment such as lawn mowers)		ü
Loud Noise (e.g., jackhammer, heavy motorized equipment)		ü