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7

Aug, 2023

NYSA is seeking a PT Facility Coordinator

Facility Coordinator
Job Type PT
Summary
Under general supervision, performs a variety of administrative, secretarial, and office support duties of considerable complexity requiring thorough knowledge of the organization, its procedures, and operational details; provides administrative support to Board of Directors and Facility staff; composes and prepares correspondence; provides information to the public and staff; provides assistance for a wide variety of assignments related to administration of sports programs, facility management, research projects, and/or organizational programs; and performs related work as required.
Supervision Received And Exercised
Receives general supervision from Board of Directors.
Essential Duties And Responsibilities *Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. -Schedules and/or coordinates meetings, seminars, practices, and games. Keeps detailed records of meeting times and reserves all facilities as needed. -Assists or administers department projects and/or programs as assigned by management staff; provides assistance to department staff in various research and department-related projects. -Composes, types, edits, and proofreads a variety of documents, including forms, memos, administrative, statistical, financial, and staff reports, and correspondence for department staff from rough draft, handwritten copy, verbal instructions, or from other material; inputs and retrieves data and text using a computer; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections. -Prepares and processes reports, forms, and records, such as registration payments, requests for payments, purchase orders, invoices, requests for proposals, bid packages, contracts, and agreements. -Maintains member payment records and calls to collect unpaid balances. -Screens calls, visitors, and incoming mail; provides information to the public, to provide understanding of organization and District policies and procedures; listens to questions and interprets and applies regulations, policies, procedures, systems, rules, and precedents according to existing guidelines; communicates with vendors to ensure contract compliance; responds to inquiries from staff and the public; coordinates or resolves problems of a moderate nature when appropriate. -Develops and implements file, index, tracking, and recordkeeping systems; researches records within areas of assigned responsibility to prepare reports; and provides follow-up information to inquiries. -Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files. -Monitors and orders office and other related supplies; prepares requests for payment for manager approval. -Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, facsimile machines, and multi-line telephones; may operate other department-specific equipment. -Maintains work orders and maintenance requests for all facilities and communicates with a county representative to get tasks accomplished. Helps to contract out labor for small work order requests or requests that cannot be handled by SRC in a timely manner. -Maintains records; keeps detailed lists of approved vendors, purchase orders, work orders, facility maintenance performed. -Provides operational support for events, classes, and programs, including, but not limited to, set-up and tear-down of tables, chairs, equipment, and supplies. -Monitors and enforces rules, policies, and procedures. -In charge of opening, closing, and securing facilities in compliance with policies and procedures. - Maintains vendor records and sets up appointments as needed. Required to be available to open and close facilities as needed for service calls, county maintenance and other events. -Assists groundskeeper with light maintenance or cleaning as needed. -Helps with organization of volunteers. -Helps maintain social media pages and answer emails. -Helps organize and communicate with sports program commissioners, coaches, and volunteers. - Assists with special events as needed. -Performs other duties as assigned.
Qualifications Education and Experience: High School Diploma or GED is required. Three years of relevant professional experience. Any combination of training, education, and experience that would provide the required knowledge, skills, and abilities.
Knowledge of: Organization and function of public agencies, including the role of an elected governing board and appointed boards and commissions. Applicable federal, state, and local laws, regulatory codes, ordinances, policies, and procedures relevant to assigned area of responsibility. Business letter writing and standard formats for reports and correspondence. Principles and practices of data collection and report preparation. Computer applications related to the work. Business mathematics and basic statistical techniques. Recordkeeping principles and procedures. Modern office practices, methods, and computer equipment and applications related to the work. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
Ability to: Perform responsible administrative and secretarial support work with accuracy and speed. Provide varied and responsible secretarial and office administrative work requiring the use of tact and discretion. Interpret, apply, and explain administrative and departmental policies and procedures. Respond to and effectively prioritize multiple phone calls and other requests for service. Compose correspondence and reports independently or from brief instructions. Make accurate mathematical, financial, and statistical computations. Maintain confidentiality. Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work. Establish and maintain a variety of filing, recordkeeping, and tracking systems. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. Operate modern office equipment, including computer equipment and specialized software applications programs. Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines. Use English effectively to communicate in person, over the telephone, and in writing. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Licenses and Certifications: At time of appointment, Florida Driver’s License with a satisfactory driving record maintained throughout employment. Clean Background Check.
Physical Demands Must possess: mobility to work in a standard office setting and use standard office equipment, including a computer, and to visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity needed to access, enter, and retrieve data using a computer keyboard, calculator, and to operate standard office equipment. Occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Ability to lift, carry, push, and pull materials and objects up to 40 pounds or heavier weights with assistance and/or the use of proper equipment.
Environmental Elements Incumbents typically work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Incumbents will interact with individuals in interpreting and enforcing rules, policies, and procedures.
Working Conditions Regular hours include – Monday, Tuesday, Thursday –5:00 PM until 8:00 PM, Wednesday 7:30 AM – 7:30 PM, additional hours to open or close facilities as needed. This position is required to open and close facilities as needed. It is an ON CALL position and hours may vary as needed. Incumbents may be assigned an irregular work schedule, including weekends, early mornings, evenings, and holidays.
Please send resumes to [email protected].
Job Type – Part Time