Administrative Analyst/Clerk of the Board at Mission Oaks Recreation & Park District

DEFINITION:

Under general direction of the Administrative Services Manager, performs a wide range of clerical/operational support involving customer service, document preparation, filing and record keeping, and other regularly performed duties which support the function of an office operation; performs related duties as required.

DISTINGUISHING CHARACTERISTICS:

The incumbent position is under general supervision. Responsibilities require the frequent use of discretion, tact, initiative, and good judgment; performs a variety of detailed and responsible clerical accounting and duties in the preparation, maintenance, review, auditing, and processing of financial, and records, reports, and claims relative to accounts payable, accounts receivable, performs customer service units; provides back-up in performing a variety of general clerical, payroll, and customer service duties; responds to requests and inquiries from vendors, customers and staff.

SUPERVISION RECEIVED/EXERCISED:

Incumbent is the advanced journey-level class expected to perform the full scope of financial record-keeping transactions, payroll, accounts payable, customer service functions, and related support duties with minimum supervision. Assignments are characterized by the presence of general guidelines from which to make decisions and the availability of supervision when required. This position receives general supervision from the Administrative Services Manager within a framework of standard policies and procedures. Incumbent does not exercise supervision over others but may provide technical guidance to others.

ESSENTIAL DUTIES:

Assignment, responsibilities, and duties include, but are not limited to the following:

• Types a variety of documents, reports, and forms from rough draft, tape, or verbal instructions; proofreads for accuracy, completeness, and proper format.
• Coordinates time, location, and participant arrangements for meetings.
• Attends monthly Advisory Board of Directors meetings, sets up, takes meeting notes, prepares minutes, and summaries that accurately reflect board actions and intent; organizes work calendars and schedules to meet deadlines for preparation and printing of agendas, public notices, legal notices, and other material; maintains accurate records and record-keeping systems; communicates clearly and concisely orally and in written reports. Proofreads for content, composition, grammatical structure, and consistency with current standards.
• Establishes and maintains cooperative and effective working relationships.
• Establishes and maintains files, reference materials, and other record-keeping systems.
• Prepares and coordinates the completion of reports by locating, assembling, and summarizing information and data.
• Receives, reviews, and verifies documents and reports for proper authorization for payment, appropriate codes, vendor's number, and other information.
• Process invoices and prepares claims for payments to vendors; work with vendors, staff, and the County to resolve problems and discrepancies regarding invoices, purchase orders, and claims.
• Reconciles Petty Cash Fund monthly.
• Reconciles tills at the end of the day and write daily deposits.
• Back up coverage for both facilities.
• Update and maintains district website.
• Update and maintains ADA transition plans.
• Maintain an orderly accounting filing system and chart of accounts.
• Backup and assist with personnel and payroll functions.
• Provide clerical and administrative support to management.
• Provides information in person or by telephone where judgment, common knowledge, and interpretation of departmental and county policies and regulations are necessary.
• Provides specific recreational information to the general public.
• Assists in maintaining office supplies and purchases as necessary.
• Utilizes a variety of office equipment in the performance of duties including computers, photocopiers and fax machines.
• Prepares and coordinates the completion of reports by locating, assembling, and summarizing information and data.
• Maintains regular attendance.
• Represents the District in a variety of contacts with the public, community organizations and representatives of other governmental agencies, various Advisory Board Committees.
• Software maintenance (Sportsman registration software, WorkBright onboarding employee software, Compass accounting software and website updates).
• Performs special projects as assigned.
• Performs duties related to HR in assistance with Administrative Services Manager
• Perform other related duties as assigned.

THE IDEAL CANDIDATE WILL HAVE:

• Experience with modern office practices, methods, and computer equipment and applications including reception equipment and word processing, database, and spreadsheet applications.
• Experience writing business letters and standard formatting of reports and correspondence.
• Proper English usage, grammar, spelling, vocabulary, and punctuation skills.
• Knowledge of techniques for providing a high level of customer service by effectively dealing with Advisory Board members, staff, the public and vendors.
• Ability to establish, maintain and foster positive and effective working relationships.
• Capacity to effectively communicate in person and over the telephone and prepare clear and concise reports, correspondence, policies, procedures, and other written materials.

EXAMPLES OF NON-ESSENTIAL JOB FUNCTIONS:

• As backup to customer service staff at District Office and Community Centers: answers phone and greets visitors; responds to customer inquiries and/or complaints pertinent to District programs, facilities, services, policies or procedures and/or refers them to appropriate District staff.
• Receives customer payments and deposits; makes change and issues receipts for payments.
• Provides courier service to Community Centers and County Building.

• Performs other job-related duties as required.

REQUIRED KNOWLEDGE AND ABILITIES:

Knowledge of:

• Business mathematics.
• Clear writing: vocabulary, spelling, grammar, and punctuation.
• Standard methods of filing (alphabetic, numeric, chronological).
• Telephone procedures and etiquette.
• Proper preparation and format for correspondence and reports.
• Proficient in MS Office.

Ability to:

• Accurately perform a variety of detailed accounts payable, accounts receivable and related record keeping noting and detecting errors.
• Quickly and accurately operate a calculator, personal computer, and other standard office equipment.
• Validate and insure the accuracy of fiscal information and data between accounts and ledgers.
• Make mathematical calculations quickly and accurately.
• Adjust to continuous change and/or frequent interruption.
• Communicate effectively orally and in writing.
• Establish and maintain effective working relationships with those contacted during the performance of work duties and responsibilities.
• Appear for scheduled work with punctual attendance.  
• Maintain a professional demeanor under heavy workload and stressful situations.  
• Maintain and uphold the utmost level of discretion and confidentiality where required.

DESIRABLE QUALIFICATIONS:

• Standard accounting principles, procedures and terminology and record keeping methods.
• General principles, procedures and practices of payroll.

MINIMUM REQUIRED EDUCATION and EXPERIENCE:

• Two years of combined experience and education in general clerical accounting that provides the applicant with the desired knowledge, skills and ability required to perform the work.
• Computer experience using the most current version of Microsoft Office.

Preferred Education and Experience:

• An Associate Art’s degree in accounting or business administration, or
• Experience using accounting software or equivalent government accounting software systems, including SAP, or
• Completion of college level or specialized vocational-technical coursework in bookkeeping, accounting or a related field from a college, university or school accredited by an agency recognized by the US Department of Education or equivalent may be substituted for up to one year of the required experience.

LICENSES/CERTIFICATION REQUIRED:

Essential duties require possession of a valid class C California Driver’s license and a satisfactory driving record.

WORKING CONDITIONS: 

Environmental Conditions: 

Essential duties of this position are performed in a controlled temperature, dynamic office environment. Work is subject to frequent interruptions and high-pressure situations requiring maintenance of attention and detail to work.  Incumbents work closely with District management, staff, vendors and customers in the performance of assigned duties and responsibilities.

Physical Conditions:

Essential duties of the job necessitate prolonged periods of sitting and viewing data on a computer monitor;

requires finger and hand dexterity for extensive use of a personal computer; and requires the ability to read

and communicate with others to clarify information received, to reach for files and folders and other items; to

stand, walk, push, pull and grasp files and other items daily.

Note:  The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job.  They are not intended to be an inclusive list of all duties, responsibilities and skills required of incumbents. In accordance with the Americans with Disability Act, reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential job functions.

OTHER:

• FLSA status for this position is Non-
• Applicants for employment must successfully pass a pre-employment criminal history and background check, a medical examination and/or drug screening, and a have an acceptable reference and employment verification check. For purposes of accessing criminal history information, the candidate will be fingerprinted. A subsequent arrest notification may be obtained.

Probationary Period:

The probationary period for this classification is one (1) year.