General Description

This position provides administrative, financial, and operational support for the Parks and Recreation Department in two separate roles: One serves as the primary coordinator for memberships and registration systems while supporting departmental financial operations, reporting, and point-of-sale management. This role ensures efficient program registration, accurate financial processing, and high-quality customer service to the community. -OR- One serves as the primary coordinator for accounts receivable/payable, as well as payroll management while supporting departmental financial operations, reporting, and point-of-sale management. This role ensures efficient program registration, accurate financial processing, and high-quality customer service to the community.

Essential Duties and Responsibilities

1. Support the Department through accurate accounting functions, registration management, and communication to members and staff.

2. Administer and coordinate membership and program functions for the Parks and Recreation Department, including account creation, enrollments, renewals, transfers, and cancellations. Provide customer support for registration and membership inquiries ensuring a high level of customer service.

3. Manage and maintain the department’s software system, ensuring proper configuration and functionality across modules. Train and support front-line staff to ensure consistent and accurate system use. Communicate accurate information related to parks, programs, events, and facility usage to front-line for all public inquires. Serve as the primary point of contact for the department’s general email and online public reporting platform.

4. Provide administrative support to program staff, including reviewing and verifying youth and adult sports registrations for accuracy, eligibility, and required documentation. Manage waitlist and verify completion of background checks for all volunteer coaches. Coordinate financial processes for tournaments and partnered organizations.

5. Perform departmental financial and payroll functions, including accounts receivable, accounts payable, and payroll processing for full-time, part-time, seasonal, and contract staff. Reconcile daily financial transactions involving cash, check, and credit card activity. Process vendor payments and manage invoice and statement reconciliation. Monitor outstanding balances, follow up on delinquent accounts, and maintain revenue and expenditure tracking to ensure compliance with approved budgets and City financial policies.

6. Maintain and organize departmental records, including electronic and physical systems, reports, and program documentation. Conduct system audits, data integrity checks, and support process improvements related to registration and financial operations. Administer and track facility keying system for staff and partner organizations.

7. Provide backup customer service support by assisting front-line staff and responding to escalated or complex inquiries related to parks, programs, facilities, events, and services.

8. Perform other duties as assigned by supervisor.

Fiscal Responsibilities

Annual budget total value: $5000

Funds, facilities & equipment total value: $5000

Supervisory Responsibilities

How many non-supervisory employees are directly supervised by this position? 1

How many supervisors report to this position? 0

How many employees, in total, report to the other supervisors? -

What departments (if any) are supervised by this position? -

• Responsibilities For Work Of Others: Supervises a SMALL GROUP (1-3) of employees in the SAME or LOWER CLASSIFICATION. Assigns and checks work; assists and instructs as required, but performs same work as those supervised, or closely related work, most of the time. Content of the work supervised is of a non-technical nature and does not vary in complexity to any great degree.
• Responsibility For Funds, Equipment, Property, Etc.: OCCASIONALLY responsible for organization's property where carelessness, error, or misappropriation would result in MODERATE damage or MODERATE monetary loss to the organization. The total value for the above would range from $5,000 to $150,000.

Education And Experience

• Education: High school, plus specialized schooling and/or on the job education in a specific skill area; e.g. data processing, clerical/administrative, equipment operation, etc.
• Experience General: 3 years related experience and/or training.
• Experience Management: 1 to 6 months related management experience.

Work Skills

• Analytical Ability/ Problem Solving: MODERATELY STRUCTURED. Fairly broad activities using moderately structured procedures with only generally guided supervision. Interpolation of learned things in somewhat varied situations.

• Planning: LIMITED RESPONSIBILITY with regard to GENERAL ASSIGNMENTS in planning time, method, manner, and/or sequence of performance of own work operations.
• Decision Making: Performs work operations which permit FREQUENT opportunity for decision-making of MINOR IMPORTANCE and also FREQUENT opportunity for decision-making of MAJOR IMPORTANCE; the latter of which would affect the work operations of OTHER EMPLOYEES and/or CLIENTELE to a MODERATE DEGREE.
• Supervision Received: Under GENERAL SUPERVISION where standard practice enables the employee to PROCEED ALONE on routine work, referring all questionable cases to supervisor.
• Accuracy: Probable errors would not likely be detected until they reached another department, office or patron, and would then require CONSIDERABLE time and effort to correct the situation. Frequently, possibility of error that would affect the organization's prestige and relationship with the public to a LIMITED EXTENT, but where succeeding operations or supervision would NORMALLY PRECLUDE the possibility of a serious situation arising as a result of the error or decision.
• Communication Skills: Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.
• Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.
• Critical Thinking Skills: Ability to utilize common sense understanding in order to carry out written, oral or diagrammed instructions. Ability to deal with problems involving several known variables in situations of a routine nature.
• Mental Demand: MODERATE MENTAL DEMAND. Operations requiring ALMOST CONTINUOUS ATTENTION, but work is sufficiently repetitive that a HABIT CYCLE IS FORMED; operations REQUIRING INTERMITTENT DIRECTED THINKING to determine or select materials, equipment or operations where variable sequences may be selected by the employee.

Accountabilities

• Freedom To Act: GENERALLY CONTROLLED. General processes covered by established policies and standards with supervisory oversight.

• Annual Monetary Impact: VERY SMALL: Job creates a monetary impact for the organization up to an annual level of $100,000.
• Impact Of Job On End Results: MODEST IMPACT. Job has some impact on the organization's end results, but still from an indirect level. Provides assistance and support services that facilitates decision making by others.

Certificates, Licenses, Registrations

Required

Preferred Proficient in clerical skills, computer skills, word processing, and public relations skills.

Contacts With Public and Employees

• Contacts With Employees: Contacts of considerable importance within the department or office, such as those required in coordination of effort, or frequent contacts with other departments or offices, generally in normal course of performing duties. Requires tact in discussing problems and presenting data and making recommendations, but responsibility for action and decision reverts to others.
• Contacts With Public: Regular contacts with patrons where the contacts are initiated by the employee. Involves both furnishing and obtaining information and, also, attempting to influence the decisions of those persons contacted. Contacts of considerable importance and of such nature, that failure to exercise proper judgment may result in important tangible or intangible losses to the organization.

Machines, Equipment & Computers

• Use Of Machines, Equipment And/Or Computers: Regular use of complex machines and equipment (desktop/laptop computer and software, road and production machines and equipment, etc.)

Software Skills Required

Software Ability

• 10-Key: None
• Accounting: Intermediate
• Alphanumeric Data Entry: Basic
• Contact Management: Basic
• Database: Intermediate
• Enterprise Resource Planning: None
• Human Resources Systems: Intermediate
• Payroll Systems: Intermediate
• Presentation/PowerPoint: None
• Programming Languages: None
• Spreadsheet: Intermediate
• Word Processing/Typing: Intermediate

Work Environment

How much exposure to the following environmental conditions does this position require? Show the amount of time by checking the appropriate boxes below.

• Work near moving mechanical parts (spinning shafts, engines, lifts, etc.): Never
• Work in high, precarious places (tall structures, bucket lifts, extension ladders, etc.): Never
• Fumes or airborne particles (painting, sanding, solvents, flying lint or dust particles, etc.): Never
• Toxic or caustic chemicals (including potential for chemical spills, etc.): Never
• Outdoor weather conditions (exposure to outdoor heat, cold or inclement weather): Occasionally
• Wet or humid conditions (not weather-related, such as greenhouse, carwash, etc.): Never
• Extreme cold (not weather-related, such as freezer, cold storage, etc.): Never
• Extreme heat (not weather-related, such as furnace, kitchen, ovens, etc. where temperature is regularly above 100 degrees F): Never
• Risk of electrical shock (live electrical wires, equipment that retains power after shutoff): Never
• Work with explosives (TNT, dynamite, nitroglycerine, or other related explosives): Never
• Risk of radiation (x-ray equipment, nuclear radiation, electromagnetic radiation, etc.): Never
• Vibration (jackhammer, soil compactor, equipment that creates high vibration, etc.): Never
• Indicate the level of noise that is typical for the work environment for this position by checking the appropriate box below.: Moderate (business office with computers/printers, light traffic, etc.)
• Working Conditions: Normal working conditions as found within an office setting, wherein there is controlled temperature and a low noise level, plus a minimum of distractions.

Physical Demands

Physical Activities

• Stand: Occasionally
• Walk: Occasionally
• Sit: Occasionally
• Use hands to finger, handle, or feel: Occasionally
• Reach with hands and arms: Occasionally
• Climb or balance: Occasionally
• Stoop, kneel, crouch, or crawl: Never
• Talk or hear: Occasionally
• Taste or smell: Never

Weight Lifted

• Up to 10 pounds: Occasionally
• Up to 25 pounds: Occasionally
• Up to 50 pounds: Occasionally
• Up to 100 pounds: Never
• More than 100 pounds: Never

Vision requirements

• Close vision (use of a computer, equipment, or any other work duties that require clear vision within two feet or less).
• Color vision (interpreting color software screens or reports; work duties that require the ability to identify and distinguish colors).
• Physical Demand: SEMI-REPETITIVE, LOW PHYSICAL: SEMI-REPETITIVE type work which requires PERIODS OF CONCENTRATION FOR VARIED TIME CYCLES as prescribed by the tasks.

Additional Information

Core Competencies / Additional Info

UNIQUE EXPECTATIONS Any job with a municipal parks department requires the employee be prepared for a flexible work schedule. The job of the Business Office Coordinator may involve some evening work, some weekend work, and some holiday work.