Office Manager - Hattiesburg, United States - City of Hattiesburg

Description

Position:

Office Manager & Assistant to the Director

Department:

Parks & Recreation

Division

:

Admin

Rate of Pay:

15.00/hr

Nature of Work:

This is an administrative role within the Parks and Recreation department that assumes various routine duties, administrative tasks, and miscellaneous projects as requested by the Director and Administration.

The Assistant to the Director is responsible for supporting the overall management and coordination of recreational programs, facilities, and events.

Reporting to the Director of Parks and Recreation, the Assistant to the Director will play a key role in overseeing daily operations, implementing strategic initiatives, and ensuring the delivery of high-quality services to the community.

This position requires collaboration with city employees, vendors, and the general public.

The immediate supervisor for this position is the Director of Parks and Recreation, and the incumbent is accountable to the Director for monetary, fiscal and legal issues related to the work for which this position is responsible.

Examples of Work:

Assist in the development and implementation of comprehensive recreational programs and activitie
Develop and maintain records/files of all contracts, program schedules, participant record
Facilitate registration processes for sports programs, including participant sign-ups and fee collectio
Collects fees from general public and submits payment to Tax Departmen
Develop and maintain schedules for sports activities, ensuring optimal utilization of facilitie
Collaborate with local sports organizations, schools, and community groups to enhance program offering
Coordinate the recruitment, training, and supervision of coaches, referees, and volunteer
Collects information/pricing to requisition supplies or service
Creating detailed and accurate purchase orders, specifying the quantity, and specifications while ensuring that all procurement activities adhere to internal policies, laws, and regulations
Maintaining records of purchase requests, approvals, and related documentation for auditing and tracking purpose
Coordinating timely delivery of supplies and materia
Collaborate with the Director to establish and execute strategic plans for the departmen
Manage and supervise staff, providing guidance, support, and performance feedbac
Oversee the scheduling and coordination of recreational facilities, parks, and sports field
Ensure the effective execution of events and programs, both internal and community-oriente
Participate in budget development and financial management, tracking expenditures and preparing report
Work closely with the community, including advisory boards and local organization
Develop and maintain positive relationships with city employees, vendors, and the general publi
Assist in the preparation and presentation of reports to city leadership and other stakeholder
Stay informed about industry trends, best practices, and emerging opportunities in parks and recreatio
Contribute to the development of policies, procedures, and guidelines for the departmen
Address and resolve issues, concerns, and inquiries from the public and staf
Answer multi-telephone line
Process travel requests and expense
Represent the department in meetings, conferences, and community event
Collaborate with other city departments to ensure a coordinated approach to community service
Assist in the development and implementation of safety and training programs for department personne
Support the Director in overseeing maintenance tasks, inventory management, and facility upkee
Participate in the creation and updating of manuals, guidelines, and documentatio
Prepares and submits memos to Director for City Council proceeding
Handling a ministrative tasks like filing, data entry and record-keeping for equipment and facility maintenance
Relieves the Director of routine administrative duties by performing them independently but within generally approved guidelines, city policies, and procedures
Meet specified and required deadline
Attends all staff meetings and staff training exercise
Perform additional duties as assigned by the Director

Desirable Qualifications:

Bachelor's degree or higher required with a minimum of two years of directly related experience.

Competency in spreadsheets and word processing required as well as the ability to type a minimum of 45 wpm is required.

The stress level associated with this position is moderately high.

Must have good communication skills both oral and written, and the ability to maintain professional courtesy under adverse pressure.

The physical work required for this position involves indoor and occasional outdoor work, occasional light lifting, and occasional light janitorial duties.

Employee must hav