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Exh 3Aw a -og~ 99 (~ CITY OF ATLANTIC BEACH . CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Establishment of Full Time Parks and Recreation Receptionist SUBMITTED BY: David E. Thomps n City Manager DATE: February 1, 1999 BACKGROUND: At the current time, there is a part-time receptionist in the Parks and Recreation Department to answer the telephone, take messages, respond to questions from the public, type correspondence including minutes from various boards and committees, and to provide a variety of administrative services. The part-time receptionist only works from 8-noon, Monday through Friday, and often, there is no one available in the office when she is not there. Although Parks and Recreation has voice- mail on the phone lines, person-to-person communication is far more desirable for citizens and staff members. The Parks and Recreation Director is supposed to be out in the city working on a variety of projects, and it is not practical or desirable to have him sitting in the office to act as a receptionist. To be effective in his duties, he must spend time in the community working with people. In the past, the part-time Beautification position was staffed in the same building with Parks and Recreation. We expect a continuation of this arrangement when a person is selected for the Beautification Position in the near future. The fact that this position is part-time results in a lack of communication when citizens and staff can not call in and talk to a person. People either have to leave voice mail or call back at a later time. At the last City Commission Meeting (January 25, 1999), the City Manager was directed to bring a proposal back to the City Commission establishing a full time position under the Parks and Recreation Department. In addition, the City Manager tivas given the task of finding appropriate funding for this position. Since that time, the City Manager has identified funding that is (~~ available to cover the approximately $7,000 necessary to fund the full time position for the rest of the 1998-99 fiscal year. After discussion with the Finance Director, the actual fund adjustment will be made during the mid-yeaz adjustments instead of proposing ' a sepazate resolution for this purpose. This is mostly a matter of eliminating duplication in the paperwork. The annual cost for a full time position, with benefits, will be approximately $24, 302. This is based on a pay rate of $8.86/hour, for an annual increase of $12,013 over the part-time position budgeted in the 1998-99 budget. However, for 1998-99, the total cost of this adjustment will cost approximately $7,000 more than the budgeted funding. A job description has been prepared for this position which includes taking messages and providing clerical assistance for the Beautification Director as well as the Pazks and Recreation Director. RECOMMENDATIONS: We recommend the approval of a full time receptionist position for the Pazks and Recreation Department. ATTACHMENTS: Job Description l REVIEWED BY CITY MANAGER: ,r THE CITY OF ATLANTIC BEACH CLASS SPECIFICATION Date: 02/02/99 JOB TITLE: ADMINISTRATIVE ASSISTANT REPORTS TO : DIItECTOR DEPARTMENT: RECREATION JOB SUMMARY: Performs a variety of highly responsible, confidential and complex administrative and secretarial tasks in relieving the Director of administrative detail. Ability to work independently and have good communication skills. Answers telephone and gives specific and general information in response to public inquires and requests. MAJOR RESPONSIBILITIES: Prepares, composes, types, distributes and files letters, forms, reports, contracts, bids, (^ requisitions, purchase orders, general correspondence and other documents related to department operations and oversees the record keeping functions. Answers telephone, routes calls to appropriate destination and records messages when appropriate. Provides general and specific information in response to inquires and requests. Oversees the complaint management system, purchasing, work orders and payroll. Inputs purchase requisitions, tracks blanket purchase orders, and receives on purchase orders and invoices. As required, attends regular and special meetings and workshops of the Recreation Advisory Board and Teen Counsel. Maintains employee departmental files, time and attendance records. Schedule Building and Park usage. Organizes and implements department activities as required. Assists the Beautification Director with telephone messages and other related administrative functions as required. Performs other related duties as required. Administrative Assistant -Recreation Department Page 2, 02/02/99 MATERIALS AND EQUIPMENT USED: Personal Computer Typewriter Calculator Fax Machine Copy Machine Two-Way Radio Telephone MINIMUM QUALIFICATIONS REQUIRED: High School Diploma or G.E.D supplemented with course work in typing and bookkeeping; three years experience in administrative position with experience in records management. KNOWLEDGE. SKILLS and ABILITIES: Knowledge of budgetary and accounting practices and procedures to include skill in monitoring expenditures. ~, Skill in maintaining complex clerical records and in preparing reports from such sources. Skill in operating office equipment. Skill in preparing and typing correspondence on routine matters and to perform routine office management tasks independently. Ability to write by hand, typewriter and computer. Ability to deal tactfully and courteously with the public and other employees. Ability to communicate effectively orally and in writing. Ability to handle complaints, requests for information and delegated administrative details. This class specification should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents maybe requested to perform job related responsibilities and tasks other than those stated in this specification.