Administrative Specialist I

**Department:** PARKS AND RECREATION **Compensation Grade:** G20 **Compensation Range & Starting Salary:** Pay Range: $44,907.20 - $69,971.20 Starting salary – Minimum of the Pay Range **Job Exempt (If No, Position is eligible for overtime):** No **Scheduled Weekly Hours:** 40 **About Us:** At Virginia Beach Parks & Recreation, our success is because of our dedicated employees. We are intentional about creating an employee experience where you are empowered to reach your full potential, are supported through strength-based initiatives, and are confident in your abilities. We champion a workplace culture built on our cultural foundations: Professionalism, Respect, Accountability, Integrity, and Citizenship. These guiding principles of behavior cultivate a positive and high performing work environment. Success is recognized and celebrated, and legendary experiences are the core of who we are. **Job Duties and Preferred Qualifications:** Our Commitment Work with the best – Work for Virginia Beach Parks and Recreation! Join our team and contribute to our 60+ year track record of providing ***legendary experiences***! We are dedicated to promoting healthy lifestyles and protecting our environment. We ensure all residents – regardless of their physical, social, and economic circumstances – can access our programs. By providing enriching and memorable lifelong experiences, we strive to enhance the quality of life for our community by improving the physical and mental well-being of our residents. Day to Day Job Duties 1. Manage general participant registration for the unit; creating, monitoring, and managing the programs in the Active Net database; and serving as a unit administrator in ePACT. 2. Coordinate with external and internal contacts as required to manage unit responsibilities as a subsidy vendor to the Virginia Department of Education (VDOE), including verifying data and tracking payments. Initiate service agreements for approval through city channels for renewals. 3. Serve as account administrator for the VQB5 (VDOE Unified Virginia Quality Birth to Five System) portal to service our account, update credentials, and other necessary documentation. Liaise to represent the unit in meetings and information exchanges as necessary. Track and compile VQB5 CLASS observation scores, both local and external, for all sites, for the purpose of identifying improvement and areas for growth potential. 4.Coordinate preparation of the annual budget by maintaining an accurate log of all assets and their maintenance cycles (Asset Tiger), including replacement and maintenance costs when appropriate; and tracking and allocating supplies to sites. Adhere to City procurement requirements and policies when purchasing items. 5.Create desktop applications to produce spreadsheets, reports, and forms to be implemented in a uniform manner unit wide. Assist in the preparation of Capra-related documents for the Early Childhood Unit. 6.Develop a protocol for submission of and tracking medication records and reports for participants, disseminating to sites as appropriate. Develop unit tracking systems for required staff training and certifications including First Aid, CPR, MAT, Background checks, Field Print, Sworn disclosure, and Preservice training. In addition, ensure all staff meet annual training requirements as established by Virginia Licensing Standards (16 hours for each staff member, annually). 7.Assist with public relations for the unit- interacting with existing and potential customers, answering questions, providing network and registration support, attending fairs and other public events, and disseminating relevant communication to current participants and their families. 8. Coordinate unit’s official response to citizen complaints and inquiries by researching applicable policies and practices and then composing an appropriate response for signature by higher authority. 9. Ensure readiness at all sites for VDOE licensing inspections, by manag…