The purpose of this position is to handle administrative functions to maintain and record business transactions for the Recreation Department including Before/Aftercare and Tots/Teens programs.  Work under the supervision of the Superintendent of Recreation.

 

EXEMPT (Y/N) No

SALARY:   [$35,000 - $45,000]

SHIFT: Flexible – may vary

DIVISION:   Recreation

LOCATION: 145 Front Street

DEPARTMENT: Recreation

UNION AFFIL: TBD

SUPERVISOR:    Superintendent
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SUMMARY: The purpose of this position is to handle administrative functions to maintain and record business transactions for the Recreation Department including Before/Aftercare and Tots/Teens programs.  Work under the supervision of the Superintendent of Recreation.

ESSENTIAL JOB FUNCTIONS: Include the following. Other duties may be assigned.

Budget:

Responsible for bank reconciliations and prepare reports. 

Coordinates recreation’s budget. Develops, maintains, and tracks a variety of fiscal and budget control journals, documents, surveys, and reports relating to recreation budgets and trust accounts. 

Conducts fiscal records audits and maintenance, prepare purchasing, and payment of invoices.

Maintains journal, ledger, cash book, and other entries; maintains double entry ledgers and subsidiary ledgers.

Reviews, maintains, streamline and/or develop fiscal procedures

Compiles and calculates financial and other data; compiles and calculates data for inclusion in budgets, for special request, for information, and for financial and other statements and reports.

Consults with the Superintendent of Recreation, Chief Financial Officer, and other governmental agencies concerning the provision of services.

Assists the Superintendent of Recreation with operational issues, makes recommendations and assists in making and implementing recreation policies and procedures, performs other support duties as required.

When the work program has been established, organizes assigned work and develops effective work methods including schedule of Special Events.

Reviews, checks and certifies reports, applications, and other documents for correctness.

Revenue logs and expense reports for various programs.

Responsible for ordering supplies, making deposits and processing invoices for recreation programs and trips.

Before / Aftercare & Tots / Teens Programs:

Prepare initial registration for students attending the programs.  File necessary documents for state inspection to stay on site and copy to expedite to Community Pass to follow up for payment.

Follow up with supervisors on student’s payment and attendance.

Notify supervisors of programs of new registrations, name, start date, grade, and teacher.

Visit Before / Aftercare locations (Huber St & Clarendon) on regular basis to exchange paperwork (new students, co-payments, training paperwork, finger prints), ensure licensing follow up on site. 

Monitor the renewal of Before /Aftercare program licenses.

Ensure Before / Aftercare staff application and necessary paperwork are completed for background checks, expedite to receive results of finger printing, check Child Abuse Record Information (CHRI) forms and retrievals from Fingerprint Approval Retrieval Application (FARA) and send to state.

Fill out all training forms and complete file for state inspection for licensing. 

Follow up with Urban League representatives to ensure all necessary paperwork has been submitted by parents and have been input in to the Electronic Child Care (ECC) Provider web program for NJ Care for Kids agency.   

Provide administrative support on a daily bases for the Before/Aftercare and Tots/Teen program activities.

Ensure all bids are being processed and prices are followed as agreed on and ensure funds are available in budget.

Responsible for assisting the Superintendent in preparation of staff payroll for Recreation Programs, stipends and summer camp programs.

Make all deposits to bank.

Work hours will be assigned by the Superintendent of Recreation and will vary and will include weekends based on the programs and needs of the department.  

QUALIFICATION REQUIREMENTS:

High School diploma required; some college with related bookkeeping / accounting a plus.

Minimum five (5) years of experience in general business field and or in related governmental accounting field.

Demonstrated knowledge in auditing, accounting systems, budgeting and financial management. 

Familiar with governmental purchasing procedures and financial transactions. 

Possess excellent written, verbal and presentation skills.

Strong interpersonal and customer service skills in dealing courteously and tactfully with the public, vendors and other personnel, sometimes under stressful circumstances.  

Must be able to disseminate information relating to Town operations in a clear, concise and consistent manner.

Possess strong organization skills

Knowledge in Microsoft applications including Word, Excel and various other types of database systems, electronic information systems used by the agency, office, or related units.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to stand, walk, and use hands to handle, or feel objects, tools, or controls, and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.

WORK ENVIRONMENT: The work environment characteristic described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.

NOTICE REQUIREMENT: In accordance with certain agreements between the Town of Secaucus and various employee bargaining units, the above job opportunity is hereby posted for a period of not less than five days prior to action by the Town of Secaucus to fill the vacancy. Applications should be filed with Sandra Lopez, Director of Human Resources by no later than [Tuesday, April 19, 2017 at 4:00 P.M.]

Date of Posting: [Wednesday, April 13, 2017]