Administration Desk Manager

Duties: Under the supervision of the Superintendent of Finance and Administrative Services or his/her designee, the Administration Desk Manager:

• Develops a thorough understanding of all Park District internal control and cash control procedures, financial transaction processing requirements, and POS/registration software in order to establish, maintain, and update Noble Center front desk operating procedures that comply with these requirements, utilize the point of sale software effectively, and provide excellent customer service.
• Schedules, supervises, evaluates, trains, coaches, and disciplines Recreation Secretary. Hires front desk staff or participates in staff selection processes as directed.
• Maintains records of hours worked by Recreation Secretary. Submits time worked and all other employment forms as required for payroll processing.
• Responsible for reconciling and reporting of all registration and other revenue or financial transactions as assigned daily.
• Responsible for training other facility and department employees in the operation of the POS/registration system and for reviewing/auditing the use of the POS/registration system by the front desk staff, facilities, and other departments/divisions to ensure compliance with established operating procedures and correct reporting of revenue to the departments that provide the service.
• Responsible for researching and answering questions from all PPD facilities and departments on the operation of the POS/registration system. Works with other departments to resolve any concerns or complaints associated with the POS/registration system or process.
• Responsible for responding to customer concerns or complaints concerning any aspect of the Noble Center front desk operations. Ensures all customers and the public are accommodated in an enthusiastic and cooperative manner.
• Utilizes the POS/registration system and daily operations experience to identify and analyze customer trends and to report findings with recommendations to appropriate departments/divisions.
• Works with appropriate staff to troubleshoot software and hardware problems and to implement/update software, payment processes, and hardware.
• Perform, in concert with the staff under your supervision, all duties required for the efficient operation of the front desk and effective service delivery to internal and external customers. This includes, but is not limited to, answering and screening phone calls, providing information to customers, receiving and announcing visitors, scheduling meetings and appointments, processing registrations and rentals, receiving payments, maintaining accurate records of all transactions, contacting participants for program changes and cancellations, processing refunds, preparing deposits, distributing payroll checks, and renting District facilities including, but not limited to, the Noble Center, park shelters, and Trewyn Pavilion.
• Responsible for maintenance of all recreation and front desk records, both paper and electronic, in compliance with Park District policy and regulatory requirements established for, but not limited to, confidentiality, retention, retrieval, and disposal.
• Achieve assigned financial objectives by preparing assigned budgets, tracking expenditures, analyzing variances, and taking corrective action as needed.
• Orders or directs the ordering of supplies as needed for the administrative functions provided by the recreation and front desk.
• Responsible for the operation and maintenance of the postage machine including calling for service, ordering supplies and postage, changing postage rates, and training staff on its use.
• Responsible for overseeing the administration, coordination, eligibility, and underwriting process of the District’s scholarship program.
• Provides administrative support to staff as needed. This may include, but is not limited to, distribution of a variety of printed or electronic materials, maintaining and analyzing participation and program data, reviewing revenue and expense accounts to identify reporting errors and initiate corrections, auditing daily reports and/or AR transactions for other facilities, preparing and maintaining files for various types of correspondence, and recording and transcribing minutes for committee meetings.
• Follows all safety procedures that pertain to the duties performed. Support all aspects of the park district safety program.
• Performs other duties as assigned:
  • which are reasonably related to the duties described; or
  • which need to be performed promptly to avoid safety hazards or to protect Park District property; or
  • which are not generally described in other job descriptions; or
  • when the amount of work exceeds the availability of Park District employees within the appropriate job classification.

Essential Functions:

• Ability to manipulate computer keyboard, phone, and adding machine.
• Ability to bend at waist and knees in order to file.
• Ability to understand and complete record keeping and paperwork relative to job duties.
• Ability to lift up to 25 lbs.