Office Manager/Secretary Parks Department

Position Title:

Office Manager Department(s): Parks Reports to (Title): Park Superintendent Incumbent serves as an Office Manager/Secretary to the Superintendent and Assistant Superintendent. Performs a variety of receptionist, secretarial, and clerical duties related to the operations of the Muncie Park Department.

Essential Job Functions:

1. Types correspondence, commendations, complaints, memorandums, certificates, disciplinary actions, reports, forms and other documents. 2. Copies, distributes and files documents as required. 3. Sorts and routes incoming and outgoing mail. 4. Maintains and updates department files to assure convenient retrieval. 5. Maintains and updates regular and part-time help rosters. 6. Answers the telephone and greets office visitors, determines the nature of the call, responds to inquiries and/or routes the caller to the appropriate person or department. 7. Maintains inventory of department supplies, equipment and materials. Submits requisitions for services and supplies as needed. 8. Prepares and/or assists in preparing grant requests, bid proposals and vehicle purchase documents for the Bureau of Motor Vehicles. 9. Prepares purchase requisitions and prices/purchases supplies and prepares necessary paperwork. 10. Prepare and file sales tax report for City parks and Prairie Creek. 11. Maintain records of all cabin and shelter rentals and deposits. 12. Assures the confidentiality of various paperwork in the office. Other Job Functions 1. Proofreads documents for grammatical accuracy and compliance with standards and procedures as needed. 2. Schedules appointments for the Superintendent and Assistant Superintendent. 3. Collects time cards biweekly for personnel and routes to appropriate person and/or department, prepares new time cards for employees and distributes to appropriate personnel and/or deposits appropriate time cards in slots by time clock. 4. Prepare time cards and keep record of vacation days, sick and personal days, and extended sick days for all employees. 5. Collects payroll checks and distributes payroll checks to appropriate personnel. 6. Open cabins as required for renters and have knowledge of all park facilities in order to answer questions from customers. 7. Prepare and make bank deposit. 8. Maintains and updates vehicle operator license list for the employees. 9. Answer security alarm calls when required. 10. Attend Park Board meetings, record minutes, and prepare monthly financial report for the Board. 11. Prepare computer for approval process by Superintendent. 12. Maintains bookkeeping records for some expenditures and budget related data on the computer. 13. Prepares agenda, and information packets for park board members. 14. Incumbent performs a variety of standard receptionist, clerical and secretarial duties according to the established practices and procedures of the Parks Department, using judgment and taking personal action in determination of the best methods to achieve desired results. 15. Incumbent receives general instructions and performs a majority of tasks according to standard practice and procedures, with work reviewed upon completion or spot-checked for accuracy and compliance with accepted procedures. Specialized instructions are given only in response to new or unusual assignments.

Working Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Incumbent performs duties in a modern office environment with no unusual physical demands. Minimum Qualifications/Requirements The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical and Mental Requirements:

1. Possess working knowledge of the duties and responsibilities of the Superintendent and Assistant Superintendent as well as knowledge of standard procedures and routines of the Muncie Parks Department. (M) 2. Working knowledge of the necessary filing guidelines of the Muncie Parks Department, and ability to maintain accurate files and records. (M) 3. Possess a valid drivers license. (P, M)

Job Type:

Full-time Pay:

$17.00 - $19.70 per hour

Benefits:

401(k) 401(k) matching Dental insurance Employee discount Health insurance Health savings account Life insurance Paid time off Retirement plan Vision insurance People with a criminal record are encouraged to apply

Work Location:

In person