| Essential Functions | % of Time | - Provide Administrative Support: Provide administrative support to department and division employees. Respond to routine inquiries from other departments, citizens, external agencies and other various sources on behalf of the division and escalating any issues to the appropriate staff. Serve as main point of contact for supply ordering, uniform, personal protective equipment and work boot purchasing and tracking. Provide general administrative support such as word processing, data entry, maintaining files, processing/distributing mail, and document duplication. Order office supplies, process invoices for division and department as needed, credit card statements, contract services, receipts, billing items and prepare and enter PO’s and check requests. Maintain office equipment (e.g., copier, fax machine, etc.). Assist in tracking budget expenses, perform cost comparisons, solicit quotes, maintain accounts, and manage end-of-year budget procedures as required. As assigned assist with various documents and reports such as week-in-review reports, expenditure and budget reports and other administrative reports, ensuring accuracy and thoroughness. Compile and distribute support materials for candidate hiring, interviews, committee meetings, and various other general meetings. Schedule and coordinate (e.g., book meeting rooms, maintain calendars, make travel arrangements and reservations, etc.) candidate interviews, internal and external meetings and appointments. Maintain and ensure accessibility to user guides on various software systems including providing related technical assistance. Assist with training on the use of systems and department processes such as Cityworks, GPS tracking system, inventory control, Naviline, MapIt! and applicant tracking system. Manage office equipment as well as coordinate service needs with vendors. Manage and implement special projects as assigned.
| 50% | - Oversee Parks and Amenities Rentals: Manage and respond to facility reservation requests for parks, shelters, event space (e.g., wedding, large group events, etc.) and recreation program registration inquiries. Provide information on park schedules/availability, location, policy guidelines, and related City ordinances. Process payments for reservations and rentals and manage rental contracts for Rock Quarry Garden and River Lodge. Enter service requests into the work management system and provide proper notice to employees of all rental times, dates, and anticipated attendees.
| 20% | - Maintain Records: Assist with division personnel training and certifications utilizing the City’s learning management system. Assist with tracking of completed trainings for all Parks & Grounds employees. As directed, assist in enrolling employees in training classes, conferences, etc. Track attendance and completion of seminars and trainings, including required internal department training as well as training through external agencies. Maintain attendance tracking calendar and sheets for the division. Manage and oversee complete and thorough filing in both hard copy and digitally of all cemetery records, as well as all accounting records and receipts for the division.
| 20% | - Perform Inspection Audits of Assets: As assigned, perform visual inspections and map on GIS, locations and the general conditions of City assets, equipment, tools, vehicles, facilities, restrooms, furnishings, flora, tree canopy, signage, storage bins and areas, undeveloped parcels, bridges, playgrounds, athletic fields, playing courts, concession stands, hardscape and landscaped areas.
| 10% |
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