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DEPARTMENTAL OVERVIEW: Recreation and Parks 

The Caroline County Department of Recreation and Parks provides a wide range of recreational, educational, and community programs. The Department also maintains the County’s park infrastructure including a marina, boat ramps, recreational fields, athletic facilities, and open space.

DEFINITION: 

The Program Services Administrator position is an administrative job assignment within the Department of Recreation and Parks. An employee working in this will report to the Office Manager and does not normally supervise employees.

Work within this class is characterized by a variety of complex assignments requiring a basic knowledge of the County, Federal and State grant programs. The position further requires an understanding of finance and accounting practices and procedures in compliance with normal accepted industry practices. It also requires understanding of human resources and payroll as it pertains to part time and temporary/seasonal employees. The ability to exercise good judgment and the ability to make independent decisions within the bounds of established policies and procedures.

An employee in this class works with a modest degree of supervision. An employee in this class is a point of contact for department grant management. The employee allocates and tracks grants; prepares the grant budget reporting modules and monitors budget expenditures for compliance with Federal, State, and local laws, and County grant management guidelines.

In addition, an employee must have the ability to manage complex projects with a high degree of independent judgement and discretion. This position requires a high degree of organizational aptitude and the ability to manage multiple priorities and deadlines.

The employee plans and performs assignments independently, referring to the office manager when matters are unclear or require management level decisions. This position also works closely with Program Services Chief. Most work occurs in an office setting where professional behavior, attitude, and attire are required.

This position is Non-Exempt and eligible for overtime in accordance with the Fair Labor Standards Act (FLSA).

EMERGENCY OPERATIONS:

Under the Caroline County Personnel Rules and Regulations, the Program Services Administrator position is designated as “Support.” This means the employee is not required to report to work during emergencies including severe weather events. The position may be subject to “call back,” an order to return to work to complete essential duties.

PERFORMANCE EVALUATION:

Performance will be evaluated periodically in accordance with the County’s Personnel Rules and Regulations and guided by mutually-agreed upon work goals established by the employee and the employee’s supervisor. The normal probationary period for the position is six (6) months; however, this may be extended.

CAREER PATH:

Employees in this position are eligible to apply for any position they are qualified for in County Government, however, promotional opportunities associate with this position would normally occur within the Recreation & Parks Department.

EXAMPLES OF WORK: 

The following examples are meant to be illustrative rather than comprehensive:

·Assist with all aspects of grants within the department

·Monitor grants received by the department for compliance with appropriate rules and regulations.

·Assist in the preparation of grant applications as they pertain to budget

·Track expenditures related to grants and forecast to ensure budget compliance

·Assist in monitoring and completing financial reporting for all grants in the department.

·Work effectively with appropriate County Departments and to ensure prompt and accurate grant reporting and compliance with grant rules.

·Make recommendations related to grants to the Director of Recreation and Parks and Program Services Chief

·Close out grant budgets upon completion of all work.

·Create various state, federal and local grant financial and performance reports

·Processes new hire paperwork ensuring compliance with Federal, State and local laws, policies and procedures.

·Process new hires i.e part time and seasonal payroll, based on submitted timecards, and makes appropriate data entries, forwards it to human resources for further processing.

·Receives payroll information from human resources and payroll software, verifies its accuracy, and approves

·Perform such other duties as may be assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

This is a highly technical and specialized administrative position. Applicants for the position must adhere to both written and oral instructions in the English language, read and write messages in English.

Applicants must demonstrate working knowledge in the below areas:

·Grant administration practices, the methods, resources, and standards of grant development principles and practices.

·Grant funding policies and procedures; applicable local, state, and federal regulations; and county government grant guidelines.

·Assist with grant applications and submission processes.

·Assist with grant development and effective grant writing.

·Budgeting and fiscal management principles and procedures for grant monitoring.

·Types vouchers, invoices, checks, letters and reports. Inputs new accounts and other information on the computer. Runs various reports.

·Works with department of finance and human resources to ensure compliance

·Basic computer use including email, schedule management, project management, word processing, and other business office applications (Microsoft Office)

·Ability to communicate effectively, orally and in writing, including the preparation and presentation of reports and presentations.

·Understanding labor laws as they relate to county employment

·Prepares monthly or bi-weekly financial statements

·Ability to navigate payroll software

·Ability to work in a fast-paced environment

Applicants must demonstrate ability to maintain good working relations with fellow workers, supervisors and the public.

ESSENTIAL FUNCTIONS:

The Employee in this position must be able to:

·Possess a valid Driver’s without restrictions, other than eyeglasses or contact lenses and to maintain a valid license.

·Read, understand, and recall policy manuals.

·Hear normally or have hearing corrected with hearing aid.

·Demonstrate the ability to speak clearly and politely.

·Lift, pull, push, and carry ten (10) pounds

·Stand or sit for periods in excess of one hour.

·Solve moderately difficult problems.

·Write a concise statement of a problems and its recommended solution

MINIMUM EDUCATION, TRAINING AND EXPERIENCE:

Graduation from an accredited High school and six (6) years of clerical/administrative experience with increasing responsibilities.

Or

AA Degree in Business Administration and four (4) years of clerical/administrative experience with increasing responsibilities in the position

REQUIRED LICENSES AND CERTIFICATIONS:

Maryland Class C Driver’s License or equivalent.

CONDITIONS OF EMPLOYMENT:

Substance Abuse Test: Must pass a pre-employment urinalysis test for designated controlled dangerous substances.

Criminal Background Check: Must pass a Criminal Background Check as defined in Chapter 1 of the Caroline County Personnel Rules and Regulations.

Essential Functions: Must be able to execute the "Essential Functions" listed in this Class Specification at the time of hire and while employed in this class series, unless a request for accommodation under the Americans with Disabilities Act is received and granted.

Driving Record: May have no more than four (4) points on driving record at the time of hire and while employed in this class series.

Personnel Rules and Regulations: Must comply with the terms of the Caroline County

Personnel Rules and Regulations, including the Substance Abuse Policy, while employed in this class series.