Recreation Administrative Systems Specialist

Class Title: Recreation Administrative Systems Specialist

Class Code: RECADMIN SPEC

Hourly: $26.59 -$35.17 | Monthly: $4,608.84 - $6,096.02 | Annually: $55,306.14- $73,152.19

Benefits: Full-time

OVERVIEW:

This classification is responsible for providing complex administrative, technical, and operational support to the Recreation Department. The position serves as a departmental resource for software systems administration, data management, budget monitoring, and records management. This classification combines routine to complex administrative support responsibilities with specialized knowledge of district software applications and operational systems to support the efficient and professional operation of the department.

 

SUPERVISION RECEIVED:

Receives general supervision from a manager. Carries out work independently, but work and decisions are typically reviewed prior to final execution.

 

SUPERVISION EXERCISED:

Supervision is not a responsibility of this classification; however, provides direction and training to others, including training staff on software systems, administrative processes, and data management processes.

 

EXAMPLES OF DUTIES:

The information provided below encompasses the typical duties and capabilities linked with this classification. Duties may include, but are not limited to the following:

• Serves as the departmental subject matter expert and primary point of contact for recreation, administrative, fiscal, and timekeeping software systems.
• Administers, maintains, and troubleshoots software applications, system configurations, and data integrity across platforms.
• Provides end-user training, coaching, and technical assistance to department staff on software systems, including onboarding new users and supporting ongoing skill development.
• Participates in the evaluation and implementation of new or upgraded software systems; researches and provides input on system enhancements to improve departmental operations.
• Maintains, modifies, and generates reports, queries, and dashboards within software systems to meet operational and programmatic needs; assists in the design of new reporting tools as directed.
• Provides technical support for board meetings, including setup and operation of audio/visual equipment, digital streaming platforms, and camera systems.
• Gathers, compiles, and organizes program and operational data, assisting in the preparation and interpretation of reports on cost recovery, attendance, budget performance, demographic information, and participant feedback.
• Supports research efforts and special studies by collecting data, compiling findings, and preparing draft reports as assigned.
• Maintains and updates data tracking tools, spreadsheets, and performance dashboards as directed; assists in the development of new tools and reporting formats.
• Formats, proofreads, and edits a variety of internal and external documents, including reports, program materials, forms, and correspondence. Assesses RecTrac fees and descriptions and has discretion to make edits as necessary.
• Prepares and maintains budget worksheets and financial tracking tools; assists supervisors with expense coding, monthly budget monitoring, and reconciliation of purchase card statements.
• Supports budget development by compiling financial data, preparing spreadsheets, and generating reports from financial software systems.
• Reconciles departmental general ledger entries and processes invoices and transactions as needed.
• Assists in project planning, schedules, and extends invitations to groups (technical experts, members of the community, and staff), sets up and coordinates public, stakeholder, and agency meetings, records, transcribes, and delivers meeting minutes, monitors and tracks progress towards goals.
• Responsible for records management systems; develops workflow processes, trains staff, and maintains integrity of systems.
• Reviews administrative documents for accuracy and policy compliance, including contracts, evaluations, invoices, and hiring paperwork.
• Manages and tracks the department’s donation program, including processing requests, liaising with outside organizations, and distributing passes or vouchers under the direction of management.
• Assists in drafting new or revised administrative policies and procedures for review by managers and directors; develops and documents standard operating procedures for general recreation and administrative processes; identifies opportunities for process improvement within assigned areas.
• Enters and maintains data in computerized systems and databases with a high degree of accuracy and timeliness and has the ability to assess and update information.
• Inventories and orders office supplies; approves supply orders placed by other recreation divisions.
• Maintains regular and punctual attendance; contributes to a positive, constructive, and inclusive work environment.
• Provides occasional back-up support for front desk operations, including responding to participant and instructor inquiries.
• Assists in planning and coordinating logistics for internal staff events, including food orders and promotional materials.
• Acts as a Mandatory Reporter; reports incidents of child abuse/neglect.
• Performs other job-related duties as assigned.

 

KNOWLEDGE, SKILLS AND ABILITY REQUIREMENTS:

The individual in this classification is expected to possess and exhibit the following knowledge, skills and abilities.

Strong Knowledge of:

• Principles and practices of recreation management software, document management systems, financial software, HR systems, business intelligence tools, and collaboration platforms;
• Office administrative processes, procedures, and functions, including records management and filing systems;
• Methods and techniques of data collection, organization, and reporting;
• Laws, rules and regulations pertaining to accounts payable;
• Budget monitoring, reconciliation, and basic accounting principles;
• English language, including spelling, grammar, and composition.

 

Skill and Ability to:

• Work independently and cooperatively; plan, organize, prioritize and manage competing responsibilities to meet schedules and deadlines;
• Exercise sound judgment, demonstrate initiative, and make good decisions in a dynamic work environment;
• Communicate effectively in oral and written form, including by phone, email, and in person; draft clear correspondence and assist in the preparation of policies, procedures and reports;
• Navigate difficult conversations or interactions with upset individuals while maintaining professionalism and rapport;
• Establish and maintain effective, cooperative and respectful working relationships with staff, vendors and the general public;
• Administer, troubleshoot and train others on multiple software platforms and technology systems;
• Collect, compile and organize data; analyze and interpret findings and present results in clear, usable formats
• Maintain and update spreadsheets, dashboards, queries and reports; assist in the design of new reporting tools as needed;
• Identify opportunities for process improvement and assist in implementing changes to increase efficiency and consistency;
• Apply district rules and policies, maintain confidentiality and handle sensitive information with discretion.

 

QUALIFICATIONS:

The following are minimum qualifications for this classification.

Education, Experience, and Training:

1. Associate’s Degree or equivalent two years of college coursework;
2. Two (2) years of experience in software system support and administrative support experience; OR
3. Any satisfactory combination of education, experience and

 

License and Certifications

Some positions may require possession of, or ability to obtain valid Oregon driver’s license within 30 days with an acceptable driving history as defined by district driving policy.

Position Specific Requirement

This position may require reporting to additional sites throughout the workday, typically achieved in a motor vehicle OR other modes of transportation. If choosing a personal vehicle, possession of, or ability to obtain valid Oregon driver’s license within 30 days with an acceptable driving history as defined by district driving policy.

 

If you do not have a driver’s license or have an unacceptable driving history, it does not disqualify you from this position, only from driving a vehicle for district business

 

WORKING CONDITIONS:

The following are working conditions, including environmental and physical demands, required for this classification.

• Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, to lift, carry, push, pull or otherwise move objects.
• Remain in a stationary position (sitting or standing) for extended periods of time, move about the office occasionally.
• Must be able to travel to locations in, around, or outside the greater Bend
• Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other works accurately, loudly or quickly.
• Perceiving the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication and making fine discriminations in sound.
• Making substantial movements (motions) of the wrists, hands, and/or
• Ability to have clarity of vision at 20 inches or
• Ability to maintain sustained concentration on computer screens; use keyboards and a variety of peripherals.
• Ability to work and maintain focus in a work environment with moderate noise (i.e., working around others making periodic phone calls or having conversations) and with frequent interruptions.
• Ability to periodically work evenings or
• Requires crouching, bending, kneeling or reaching to perform filing

 

STATUS:

Non-Exempt Full-Time

Benefits: Full-time

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