Recreation and Parks Office Coordinator

Duties

Job Purpose

Under general supervision, performs comprehensive clerical and administrative duties to ensure the efficient operation of the Parks Division within the Department of Recreation and Parks.

 Essential Job Duties

• Provides administrative support by coordinating workflow, including assigning and reviewing others' work. 

• Coordinates a major function for a County agency or bureau.

• Greets and directs clients and visitors at the front desk of a public building.   

•  Provides courteous, helpful assistance to visitors and staff.

• Answers and routes incoming calls at the Department of Recreation and Parks.

• Assists in the preparation of the Agency’s budget by providing supporting documentation, benchmarking, and/or financial and budgetary data and records. 

• Prepares direct payments, purchase orders, purchase requisitions, and amendments. 

• Tracks agency expenditures.
  

• Serves as a liaison to other County agencies and tracks work orders. 

• Accepts and logs deposits from various Recreation and Parks sites.

• Maintains complex filing and tracking systems.

• Prepares or assists in preparing personnel-related documents and forms. 

• Responds to inquiries regarding Department programs and policies in person, by telephone, or by regular or electronic mail.

• Assists with program and special event registration using the CivicRec platform.

• Enters and tracks civil citations.

• Completes Personnel Requisition Forms, entry, change, promotional, and termination tickets, and tracks and documents leave usage, including family and medical leave.

• Uses automated office systems, such as word processing equipment or a computer, to draft and prepare a variety of letters, memos, and PDF documents. 

• Determines appropriate letter or memo format, proofreads, and edits documents for grammar, punctuation, and spelling, and prepares documents for distribution or mail.

• Creates and maintains a variety of detailed office databases and logs. 

• Accesses databases to establish, retrieve, review, update, track, and revise office records. 

• Performs queries and compiles personnel, budgetary, and statistical reports.
  

• Establishes and maintains confidential, alphabetical, chronological, or subject matter files and records.

• Reviews and summarizes information from manual and electronic files for the preparation of monthly, quarterly, and annual reports.
  

• Receives, investigates, and resolves inquiries, requests, and complaints. 

• Explains office policies, procedures, rules, and regulations to other employees and the public.

• Maintains calendars, schedules appointments, and meetings. 

• Prepares and types, photocopies, and distributes meeting agendas and/or minutes.
  

• Operates office machinery, such as computers, photocopiers, calculators, telephones, scanners, and printers.

Examples of Other Duties

Assists in the preparation of County legislation

Schedules, attends, and takes notes and minutes for meetings, conferences, and hearings, which may include those of boards and commissions

May take verbatim notes

Purchases office supplies 

May supervise or coordinate the work of subordinate clerical staff

NOTE: The duties and responsibilities listed above are for the purpose of determining a common set of minimum qualifications for all positions in this class. They may not include all essential job functions for each position in the class. Each position may not be required to perform all of the essential job functions listed.

Qualifications

Required Qualifications
Possession of a high school diploma or an appropriate equivalent; 
Plus 
Two years' typing, word processing, or secretarial experience.
 
Additional education may be substituted on a year-for-year basis for the required experience.

Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education.

Knowledge, Skills, and Abilities (Entry Level)

• Knowledge of modern office practices and procedures, including filing systems.
• Knowledge of spelling, grammar, and arithmetic.
• Knowledge of word processing, database management, and spreadsheet software packages.
• Skill in the operation of office machines as listed in essential duties. 
• Skill in the use of word processing software.
• Ability to use automated office systems, database management, and spreadsheet software packages. 
• Ability to extract and summarize information and to prepare correspondence and reports.
• Ability to communicate effectively. 
• Ability to perform basic mathematical computations. 
• Ability to set up and maintain paper and electronic filing systems. 
• Ability to interpret, explain, and follow County and departmental rules and regulations. 
• Ability to establish and maintain effective working relationships. 
• Ability to take verbatim notes.
• Ability to coordinate, assign, and review the work of others. 
• Ability to type from plain copy at a rate equivalent to 40 WPM.

Knowledge, Skills, and Abilities (Full Performance)

• Knowledge of County and departmental rules, regulations, policies, and procedures.
• Thorough knowledge of word processing, database management, and spreadsheet software packages. 
• Knowledge of administrative support functions, such as personnel, budget, and purchasing. 
• Knowledge of process and approval procedures for contract agreements. 
• Skill in the operation of automated office systems and word processing, database management, and spreadsheet software packages. 
• Skill in composing letters, memos, and reports. 
• Skill in interpreting rules, regulations, policies, and procedures.
• Skill in coordinating, assigning, and reviewing the work of others. 
• Ability to establish deadlines, schedules, and guidelines for completion of projects.
• Ability to investigate and resolve problems. 

Proof of Licenses, Certifications, and Education
 Applicants are required to submit proof of education to meet the position's minimum qualifications. Diplomas or Transcripts must show the applicant's major field of study. Copies and unofficial transcripts are acceptable.
 
Failure to submit proof of professional licenses, certifications, and Education may result in your application not being considered.
 
Proof of Degree Equivalency
 Applicants who have obtained a degree outside the United States of America are required to submit degree equivalency documentation from World Education Services, Inc. (www.wes.org)
 Mail or deliver documents to: 
 ATTN: Rec and Parks Office Coordinator
 Office of Human Resources
 Baltimore County Government
 308 Allegheny Avenue
 Towson, MD 21204
 

You must attach proof of transcript(s)/education, professional license(s), and/or certification(s) to your application. Unofficial copies are acceptable.  

EXAMINATION PROCEDURE
Applicants will be qualified based on an evaluation of the training and experience stated in their application, including responses to the supplemental questions. Please clearly and completely state the dates, duties, and responsibilities of your past and present experience for evaluation. Applicants meeting the required qualifications based on the information submitted in their applications may be scheduled for a computer-based skills assessment related to the duties of the position.