Administrative Specialist Jobs

Position:Administrative Specialist (Full-Time, Exempt)

Hiring Range: $49,481-$60,343

Full Salary Range: $49,481-$71,204

The Administrative Specialist for the Childrens Programs department is responsible for organizing, directing, and performing a variety of confidential and complex accounting and administrative duties essential to the Childrens Programs Department and providing information and assistance to the public primarily regarding the departments programs and services. This position is responsible for billing and collections; enforcement of District policies; supervising and training staff, coordinating marketing of the program, ensuring positive customer service, communicating and working with families. The position also supervises other administrative staff and requires the ability to work with minimal oversight and must assume responsibility for multiple tasks from initiation to completion. Attention to detail, accuracy and maintaining a high level of confidentiality is critical in this position.

Job Duties

• Ensure all licensed programs and personnel are in compliance with the Colorado Department of Human Services, Colorado State Licensing, Jefferson County Health Department, District Guidelines, and any other regulations or licensing standards that apply to Childrens Programs. Maintain staff and family/childrens files.
• Assist with developing, implementing, and tracking results of a marketing strategy. Promote a positive image of the Child Care Program to the public. Participate in community planning and organizational meetings.
• Manage the program enrollment/registration process for participants through the childcare software management system; updating and building programs within the software, monitoring family enrollment to ensure reporting procedures for centers attendance and fiscal information is accurate. Keep abreast of new processes and tools available within the software. Maintain relationships with software development contractors.
• Assist with monitoring, training and communicating with staff and parents via the Parent Portal and ensure all components of Parent Portal effectiveness by building courses and calendars.
• Provide a variety of general information to the public regarding parks and recreation operations and programs; respond to questions, resolve complaints, and survey patrons as needed.
• Work closely with accounting department to resolve payment issues as needed and ensure ACH Payments received monthly are booked.
• Assist with policy enforcement and procedural manuals; conduct periodic staff meetings to provide and gather information, answer questions and respond to complaints and concerns, both internally and externally.
• Manage staff files through the staff management software system WorkBright. Develop reports, keep abreast of new processes and tools available within the software. Maintain relationships with software development contractors.
• Support and assist team with tablets used in conjunction with childcare management software.
• Research and resolve patron inquiries regarding invoices, payment status and reconciliation to statements.
• Develop and maintain relationships with District employees, the community, schools/colleges, professional organizations, and other agencies.
• Maintain day-to-day administrative operations for the Childrens Programs Department.
• Assist in the development and monitoring of CCAP process and the budget; manages billing, collections and audits within SchoolCare Works; ensures proper billing including sign-in/out process, schedule changes, late pickups, and late payments. Prepares financial reports. Prepare Jefferson County Fee sheets, purchase orders, RFPs, and invoice requests.
• Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of recreational services.
• Hire, train, schedule, supervise and evaluate assigned staff; provide or coordinate staff training.

Required Experience

• Familiarity with and/or ability to comply with multiple manuals such as Children Programs Policies and Procedures, Foothills Park & Recreation District procedures, and the Colorado Dept. of Human Services Division of Childcare Rules and Regulations.
• Two (2) years customer service experience including billing and account problem resolution.
• Satisfactory criminal background check.
• Experience with child care billing software; SchoolCare Works preferred.
• Graduation from High School or completion of GED field and three (3) years of office management experience including two (2) years supervisory experience.
• Current Immunization Certification preferred or the ability to obtain one within thirty (30) days of employment.
• Must possess and maintain a valid Drivers License or the ability to obtain one within thirty (30) days of employment. Must be insurable by the District carrier at the onset and for the duration of employment.
• Proficiency with applicable computer software applications such as Community Pass, SchoolCare Works, WorkBright.
• Accounting/accounts receivable experience including billing, account reconciliation and collections.
• Knowledge of modern office procedures, methods and general office equipment (computer, copier, fax, phone, etc.). Intermediate to advanced PC skills with demonstrated proficiency in Microsoft Office programs (Word, Excel, Outlook).

Benefits

As a Full-Time Foothills employee, benefits include:

• Tuition Reimbursement program
• Wellness Program- earn additional personal time or medical insurance discount and more!
• Discounts on childcare and other classes/programs
• 100% paid Term Life Insurance and AD&D
• Recreation discounts and perks for you and your dependents including but not limited to:
• 8 paid holidays + 1 floating holiday/year
• Medical, dental & vision insurance
• 401(k) with annual District discretionary contribution
• Golf discounts ($3 - $14 for 9 holes depending on day of week, free driving range and more!)
• FREE drop-in fitness classes (includes but is not limited to yoga, Zumba and aerobic classes)
• Flexible Spending Account (medical and/or dependent care)
• FREE use of our recreation/fitness centers, swimming pools, and ice arena
• Paid Time-Off (vacation, personal & sick time) which equates to 4+ weeks/year
• Long-Term and Short-Term Disability insurances available
• Voluntary Term Life Insurance available

About Us

Creating Community, Enhancing Health, Inspiring Play! We fulfill our mission by providing a variety of recreational services, programs and activities for both youth and adults. We operate three recreation centers, two golf courses, a two-sheet ice arena, swimming pools, and two indoor sports facilities. In addition, we maintain 68 park sites and over 30 miles in trails. Joining our team means you will contribute to the well-being of your community.

Keyword: Administrative Specialist, accounts receivable, accounting, collections