SUMMARY:                                                                                                                                                                                                                                          

The Administrative Services Specialist is responsible for performing a wide range of general and specialized functions. This position supports the financial operations of the District through the processing of accounts payable, accounts receivable, and various other financial tasks. Additionally, the position supports the Executive Director and Leadership Team through a variety of administrative tasks and activities. This is an at-will position.

 ESSENTIAL FUNCTIONS: 

ADMINISTATIVE SERVICES:

• Provide administrative support to the Executive Director and Human Resources for Park Board meetings, election records, including preparation of materials, coordination of schedules, and follow-up as needed.
• Write and have printed in local newspapers public notices and legal ads mandated by Open Meetings Act or other applicable state statutes. Maintain Open Meetings Act (OMA) certification.
• Assist with coordination, gather and copy information in compliance with Freedom of Information Act. Maintain FOIA certification.
• Prepare, maintain and organize and file all administrative records, bids, and correspondence.
• Work with appropriate Superintendent on all facets of grant applications, reporting and recording.
• Work with Superintendent of Parks to prepare correspondence, provide vendor information, make calls, solicit quotations and place orders as needed.
• Provide customer service at the Park Central Administrative Office via in-person, telephone and email.
• General understanding of all seasonal programs and events offered at the District.

    FINANCE:

• Gain knowledge and understanding of the District’s financial software.
• Match and verify check requests with invoices and prepare for processing.
• Prepare an accounts payable deadline calendar for staff each year.
• Send monthly reminder to staff (via email) to review all invoices and submit to accounts payable.
• Assist Superintendent of Finance & IT with yearly audit preparations.
• Work closely with staff regarding vendor accounts.
• Maintain central control of all purchase orders.
• Send new vendors an information packet, tax forms and payment terms.
• Issue 1099s at the end of each calendar year.
• Perform fiscal year-end close and calendar year closing procedures as they relate to accounts payable duties.
• Issue petty cash to staff following District policies and reimburse petty cash as needed to maintain adequate funds on hand.
• Input accurate accounts payable invoices for month end bill list.
• Maintain up-to-date records for charging utilities to various locations within the District.
• Process Refund requests.
• Monitor and organize all incoming invoices and receipts; code to appropriate G/L and prepare for approval.
• Track and/or issue invoices for monthly A/R billings.
• Investigate and resolve discrepancies with vendors regarding pricing or delivery.
• Maintain file system for check copies.
• Prepare letters of collection for NSF checks, maintain list.
• Respond to vendor inquiries, reconcile vendor statements and maintain positive vendor relations.
• Prepare and send credit applications for new accounts, send tax exemption requests.
• Open and maintain authorized users charge accounts.
• Maintain Administrative petty cash.
• Prepare General Fund Check Resolution and Reports for Board Meetings.

 MARGINAL FUNCTIONS:

• Maintain cleanliness of the Park Central Administrative Office.
• Order office supplies.
• Assist with Opera in Focus when needed.
• Maintain the postage meter funds, budget and equipment maintenance.
• Assist in reviewing ways to improve office procedures and efficiency.
• May on occasion help with a Park Central Banquet Room showing and/or facility set-up.
• Assist the Administrative Department with general support and special projects as needed
• It is the responsibility of all Park District employees to pick up litter throughout the building, grounds, and facilities of the District.
• Staff is expected to help with the successful implementation of programs, parks, and services across program areas and between departments.

 QUALIFICATIONS:                                                                                                                                                                                                                                          

Graduate from High School and/or college with at least three (3) years of accounts payable/accounts receivable experience recommended. Must have the ability to understand financial applications and/or systems, along with general computer and keyboard skills. This position requires strong customer service skills and the ability to communicate effectively with team members and the public. This position requires the ability to multitask, follow through on detailed work, and possess excellent numerical skills.

SCHEDULE & PAY:  This is a part-time position. Flexible schedule available Monday through Friday between 8:00 a.m. and 4:30 p.m. Position offers up to 19 hours per week.

Full Hiring range is $22-$26 per hour, depending upon qualifications, certifications and experience