Administrative Coordinator - City of Waxahachie, TX : Job Details

Salary : $56,454.68 - $81,012.46 AnnuallyLocation : 408 S Rogers St. Waxahachie, TXJob Type: Full-Time/Non-ExemptJob Number: 00443Department: Parks and RecreationOpening Date: 01/10/2025Closing Date: 2/2/2025 11:59 PM Central America DescriptionDEFINITION: Under general direction, perform a wide range of responsible administrative and secretarial work in support of the Department; type, file, process and distribute a variety of documents and correspondence; answer telephones and respond to requests for information; provide administrative support and assistance to the Department Director; and perform other duties as assignedDISTINGUISHING CHARACTERISTICS: This position will handle phone inquiries; respond to complaints and resolving conflicts; making reservations; and handle monthly billing. Additionally, the position will perform administrative duties, including but not limited to; record keeping, reporting, purchasing, and program budgets. Duties and ResponsibilitiesThe duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

• Assists assigned staff with administrative and program operational duties in the daily operation and management of the Parks and Recreation department.

• Provides information to the public about all parks and recreation facilities; specifically focusing on the Facility rentals.
• Prepare information for the brochures, providing news releases, information bulletins, special announcements, posters, and other promotional materials for the Parks and Recreation departments for the Communications and Marketing Department to publish.
• Schedules and oversees rental of facility accommodations, community programs, and corporate use.
• Operate a variety of office equipment including, computers, scanners, copiers, mail machine, facsimile machine; input and retrieve data and text; complete various reports.
• Responds to public requests and inquiries efficiently and effectively; and transports various reports and supplies to other departments, organizations, and general public.
• Assist in monitoring department expenses; processes purchase orders and credit card statements reconciling with invoices and receipts.
• File documents, reports and correspondence for the department; maintain filing system; maintain records including personnel; prepare payroll records; maintain employee time-sheets and records of vacation and sick leave.
• Responsible for updating and monitoring the Parks and Recreation department website.
• Adheres to assigned work schedule as outlined in the Department and City attendance policies and procedures; ensures all behaviors comply with the City's Personnel Policy
• Assist with the sale of cemetery plots, record keeping of cemetery sales and services, and general coordination of cemetery activities with funeral homes, monument companies, and any other related parties.

EMPLOYMENT STANDARDS:Knowledge of:

• Knowledge of recreation and event programming and development techniques.
• Knowledge of supplemental funding application and administration techniques.
• Knowledge of computers and related equipment, hardware and software.
• Knowledge of City policies and procedures.
• Skill in effective oral and written communications.
• Skill in planning and implementing sectional procedures and objectives.
• Skill in effectively supervising and delegating duties to assigned staff.
• Skill in resolving customer complaints and concerns.

Ability to:

• Operate a variety of modern office equipment in a safe and effective manner.
• Develop, administer and maintain an efficient records management system.
• Comply with all posting and publication guidelines.
• Type at a speed necessary for successful job performance.
• Interpret and apply Federal, State and local policies, laws, and regulations.
• Understand and follow oral and written instructions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

RequirementsEducation, Training and Experience: Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.

• High School diploma or GED
• Three (3) years of increasingly responsible clerical/secretarial experience.
• Parks and Recreation experience preferred

Supplemental InformationPHYSICAL AND MENTAL DEMANDS:The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Physical Demands While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is frequently required to lift up to 20 pounds unaided.Specific vision abilities required for this job include close vision and the ability to adjust focus.Mental Demands While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied/abusive individuals.Work Environment: The employee works in an office environment where the noise level is usually quiet. Certain positions within the classification may require availability to work flexible schedule.The City of Waxahachie offers a completive benefits program, including health, dental, and a defined contribution pension plan for full-time employees. Insurance:HEALTH100% of premium paid for by the City for the Employee Only High Deductible Health Plan. Other health plan options are available for additional premiums. Dependent coverage is available at the expense of the employee.DENTALEmployee premiums are paid at 100% by the City. Dependent coverage is available at the expense of the employee.VISIONCoverage is offered at the expense of the employee.LIFEThe City provides each employee with a life insurance policy of $25,000. Additional coverage may be purchased at the expense of the employee.VOYAEmployees may elect to be covered under various supplemental policies at their own expense.Retirement:TEXAS MUNICIPAL RETIREMENT SYSTEM Employees participate in a statewide retirement program at 7% mandatory contribution with the city match of 2:1. The program requires five (5) years to become vested, with 20 years retirement at any age. For more information contact TMRS at DEFERRED COMPENSATIONThe City offers a 457 Plan and a Roth IRA option through Empower Retirement. The City offers payroll deductions and the employee chooses the amount of investment and investment choices.Other Benefits:VACATIONAll full-time employees accrue 3.08 hours per pay period, based on longevity.SICK LEAVEAll full-time employees accrue one workday per month.HOLIDAYS/PERSONAL DAYSEmployees receive 12 paid holidays and 2 personal days per year. 01 Select the highest level of education that you have completed.

• Less than a High School Diploma or GED
• High School/GED
• Associate's Degree
• Bachelor's Degree
• Master's Degree

02 Please select the appropriate range of your experience in parks and recreation or related field.

• No experience
• Less than 3 years
• At least 3 years but less than 5 years
• At least 5 years but less than 7 years
• At least 7 years but less than 11 years
• 11 or more years

03 Do you have a valid drivers license?

• Yes
• No

04 How many years of increasingly responsible secretarial experience do you have?

• No Experience
• At least 1 year but less than 2 years
• At least 2 years but less than 3 years
• At least 3 years but less than 4 years
• More than 5 years of experience

Required Question