About the Department

Under the direction of the Asst. Director of Recreation, the Administrative Services and Records Manager has primary responsibility for the administrative support functions for Recreation directing and compiling records, analyzing the daily financial operations and serves as Recreation liaison with Finance.  The scope of the responsibility includes compiling daily attendance and revenue data, reconciling Recreation data with Finance software and assist with formulating monthly budget justification reports. In addition, this position consults with assistant directors to prepare preliminary annual departmental budget and capital item requests for Director's review.  This position assists with obtaining purchase orders and payment of invoices.  This position prepares reports for analyzing attendance data, including zip code demographics, weather data, and historical data on Recreation events. As liaison with BREC IS, this position troubleshoots issues with Recreation finance software and attend meetings as needed. Work involves independent judgement and interaction with other Recreation and BREC employees as well as outside vendors. 

Position Duties

Education Required: H.S. diploma or equivalent and Vo-tech school diploma or associates degree
Preferred: Graduation from an accredited 4 year college or university.

Area of Study (major) Required: Business Administration, Office Management or closely- related field

Certification(s) Required: N/A

License(s) Required: Valid Louisiana driver's license
 
Years of Relevant Work Experience: 3 to 5 years related administration or records management experience

Other Job Specifications:

• Knowledge of laws, rules and regulations for record retention and destruction governing records
• Knowledge of Recreation management software and ability to learn and become proficient in software programs adopted by BREC and Recreation
• Proficiency in office electronic equipment including computers, projectors, cameras, copiers etc.
• Proficiency in Microsoft Office Suite, particularly Excel
• Excellent math skills and analytical ability
• Excellent communication skills, both orally and written
• Skill in using a computer including software applications (Outlook, MS Suite to include excel, Word, Power point, etc.)
• Ability to quickly learn BREC policies and procedures, operations and programs
• Ability to plan and supervise the work of subordinates
• Ability to compile analyze and organize complex data and prepare reports
• Ability to analyze and resolve or communicate basic technical office electronics issues
• Ability to manage multiple projects in limited timeframe
• Ability to use good judgment or discretion with sensitive and confidential issues
• Ability to follow moderately complex written and oral directions
• Ability to effectively listen to and assist in the resolution of complaints
• Ability to establish and maintain effective working relationships with staff, other employees, department heads, BREC officials, vendors and the public.

Minimum Qualifications

Essential Functions and Duties:

• Compile organize and analyze information to be included in departmental and agency reports.
• Maintain daily and monthly attendance/revenue spreadsheets.
• Compare & analyze data from finance software with Recreation data to determine causes of variances and to assist with monthly justifications.
• Monitor Recreation budget line items and maintain spreadsheets on account status
• Hires, fires, trains, and directs the evaluation process of administrative employees and assume directional responsibility for on-the-job training programs and staff development
• Assist with preparation of specialized reports
• Assist with obtaining purchase orders and payment of invoices
• Assist with preparation for meetings to include advisory committee meetings
• Assist staff with electronic & software issues by acting as liaison with BREC IS.
• Advises Rec staff on the implementation of new records management policies and systems; their records and information.
• Review monthly budget data and prepare justification report for review by Director
• Prepare preliminary annual departmental budget for review by Director
• Design spreadsheets when needed to compile
• Maintain electronic office equipment and troubleshoot problems as needed
• Set sup,maintains,reviews,and documents records systems; prepares presentations and in both electronic and printed format
• Attends meetings of the BREC Commission, Community, Advisory Committees, as well as professional conferences, as a representative of the department

Other Qualifications

Full-time position; schedule within framework of 7-8 hours per day, 5-6 days per week, may vary according to special events; frequent weekend and evening work, split shifts may be required; lunch break daily; Overtime as required. 

Resumes will not be accepted in lieu of a completed application. You must include all relevant education and experience on your official BREC online application or it will be deemed incomplete and you will be ineligible for this vacancy. Complete each section of this application (i.e. work experience, education, etc.) to demonstrate that you meet the eligibility and minimum qualification requirements described in this announcement. 
 

An offer of employment is contingent on passing a pre-employment criminal background check, Motor Vehicle Records check, drug screen and physical.            
      

Please click the link below and complete the Employer Choice Screening Disclosure and Authorization form within the next three days, or by the closing date of the posting, whichever is sooner.  

https://eastbatonrougerec.quickapp.pro/

If you have any questions or concerns, please email [email protected] or call (225) 273-6430.