Office Support Specialist
- GENERAL DESCRIPTION
Performs administrative support for Parks, Recreation, and Tourism. Performs complex technical work and responsible for providing assistance in customer service, comprehensive recordkeeping of human resource activities, payroll for full time and part-time staff, and accounting procedures. Performs other duties as assigned. Reports directly to the Business Coordinator.
- ESSENTIAL JOB FUNCTIONS
- Administrative and office support for Administration, Brambleton Center, Green Ridge Recreation Center and the Visitor Center at Explore Park on a daily rotation
- Works Administrative shifts at departmental special events such as Illuminights
- Assists in the setup and monitoring of the registration and ticketing system
- Support the marketing department in training of new software
- Trains clerical, customer service and volunteers assigned to the department.
- Performs various administrative and clerical functions necessary to support departmental goals.
- Develops and maintains reports and presentations for the Director and Management staff.
- Maintains records used to process payments to vendors for departmental projects.
- Composes, types, and distributes routine correspondence.
- Coordinates and prepares material for submission to specific county and state offices.
- Oversees distribution and disposition of notices, memorandums, directives and related material.
- Participates in staff meetings and additional task forces, taking notes and preparing minutes as necessary.
- Screens visitors and telephone calls for the department, answering inquiries or referring questions to the appropriate person.
- Creates documents, reports, procedures manuals, tables, and graphs as necessary.
- Prepares and maintains expense reports.
- Establishes and maintains filing system and records for the department.
- Organizes travel arrangements for others within the department.
- Coordinates data and creates annual reports as assigned.
- Operates a variety of office equipment and related software, including transcribing equipment, personal computer, word processor, and other information processing equipment
- Coordinates data and information between departments.
- Trains new employees on departmental procedures.
- Represents the department at various meetings or activities.
- Provides current employee information to Payroll and Human resources departments.
- Maintains appointment’s, schedules, and issues reports as needed
- Obtains pricing, orders office supplies, and makes other purchases as needed on a monthly basis. Ensures supplies are maintained in an organized manner.
- Performs other duties as assigned
- REQUIREMENTS/PREFERENCES
EducationRequired: Associates degree from an accredited college in the area business administration, hospitality management or combination of education, training, and experience which demonstrates the ability to perform the work described.
Preferred: Bachelor's degree from an accredited college or university with an emphasis in public administration. ExperienceRequired: Progressively responsible experience in office administration
Certifications/ LicensesRequired: Valid Virginia driver's license with good driving record. Current CPR, First Aid, and AED certification or ability to obtain. Notary or ability to obtain.
Knowledge, Skills and Abilities- Comprehensive knowledge of generally accepted accounting principles, financial record keeping, budget development, and administration.
- Skill in the use of computers to include commonly used software programs such as Word, Powerpoint and Excel.
- Ability to learn and effectively use new software programs.
- Excellent communication and customer service skills
- Experience in cash handling is preferred
- Ability to plan, to develop and maintain effective working relationships with employees, customers and the general public.
- Effective communication skills both verbally and in writing with a wide variety of staff and customers.
- Ability to handle a high volume of business demands and service requests received each day.
- Ability to plan and complete projects and assignments while meeting established deadlines.
- Ability to make decisions where use of discretion and judgment are required.
- Ability to maintain the confidentiality of sensitive information
Supervisory Responsibilities •Subject to a complete criminal history and Child Protective Services background search with acceptable results. Following a conditional offer of employment, must pass a post offer physical examination. Must be able to perform the job as described in the Physical and Environmental Demands section of this job description. May be subject to DMV driving record review as required by amount of work related driving, specified by support responsibilities.
Must be willing to work a flexible schedule including nights, weekends and some holidays.
Required: Special Event-Illuminights-Available to work four (4) nights per week for the entirety of the event.
None- OTHER INFORMATION
Full-time employees are eligible for a comprehensive benefit package that includes:
• Progressive Flexible Leave Plan with cash-in option
• Eleven paid holidays
• Short Term Disability Insurance
• Long Term Disability Insurance
• Health, Vision and Dental Insurance
• Life Insurance
• Flexible Spending Accounts - Medical and Dependent Care
• Virginia Retirement System - Membership in VRS is automatic upon hire into a covered position. County contributes and employees pay their membership contribution.
• Deferred Compensation Plan with County Match
• Employee Assistance Program
• Credit Union Membership