Prairie Creek Reservoir Operations Administrative Coordinator

"PRIMARY JOB FUNCTION
The Operations Administrative Coordinator serves as the primary administrative and office coordination position for Prairie Creek Reservoir, a large, multi-use recreational and reservoir facility that operates similarly to a state park. This position is responsible for timekeeping and attendance processing, personnel record maintenance, vendor and invoice processing, reservation and lease administration, scheduling coordination, public-facing office functions, and general administrative support necessary to support daily operations.
The Operations Administrative Coordinator works closely with the Prairie Creek Reservoir General Manager and coordinates administrative activities with the appropriate City department(s) to ensure accurate processing, documentation, and communication.
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ESSENTIAL JOB FUNCTIONS
Office Administration & Public Interface
• Serve as the main office coordinator for Prairie Creek Reservoir.
• Answer phones, respond to inquiries, greet visitors, and assist members of the public, renters, lessees, and vendors.
• Provide information regarding reservations, leases, rentals, schedules, and general Prairie Creek Reservoir operations.
• Maintain organized administrative and filing systems to support daily operations of a large recreational facility.
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Timekeeping, Attendance & Scheduling
• View, edit, manage, and submit employee timesheets for Prairie Creek Reservoir employees.
• Process timesheets and time records for appropriate review and approval.
• Maintain attendance records and track benefit time usage.
• Process time-off requests and ensure required documentation is received and submitted for appropriate approval.
• Coordinate timekeeping entries related to approved leave, including FMLA-designated time, based on guidance provided by the appropriate City department.
• Assist with scheduling seasonal and temporary staff to support reservoir operations.
• Maintain work schedules and attendance records for seasonal employees.
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Personnel & Departmental File Management
• Maintain departmental employee and supervisory personnel files, excluding official medical and benefits records.
• Ensure records are accurate, current, and available for appropriate management or departmental access.
• Maintain administrative documentation related to employee status, onboarding, assignments, and scheduling.
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Medical, Leave & Documentation Processing
• Receive and process doctor’s notes, FMLA certifications, and related documentation.
• Coordinate submission of medical and leave documentation to the appropriate City department(s) for review and determination.
• Maintain administrative tracking records related to leave and attendance, without maintaining official medical files.
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Workers’ Compensation & Injury Reporting
• Receive, complete, and process First Reports of Injury.
• Coordinate workers’ compensation documentation and communication with the appropriate City department(s).
• Maintain administrative records related to reported injuries and workers’ compensation activity.
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Vendor Coordination & Accounts Payable Support
• Order office, operational, and facility supplies in accordance with established procedures.
• Enter invoices for payment and route for appropriate review and approval; does not approve expenditures.
• Coordinate with vendors providing services such as security systems, uniforms, laundry services, and other operational support services.
• Serve as the primary administrative point of contact for vendors regarding scheduling, documentation, and service coordination.
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Reservations, Leases & Rental Administration
• Coordinate facility reservations, building rentals, shelters, cabins, campsites, and other public-use"