Office Manager - Parks and Recreation

Office Manager

Under the general direction of the Parks and Recreation Director, the Office Manager performs a wide variety of administrative, clerical, and financial duties essential to the daily operations of the department and its divisions. This position is responsible for maintaining efficient office operations, processing departmental financial transactions, coordinating the departmental calendar, and ensuring smooth communication between all Parks and Recreation facilities. The Office Manager provides high-level administrative support to the Director, assists in the preparation of Council Resolutions and supporting documentation, manages purchasing and budget records, and serves as the first point of contact for the department. This includes answering and routing calls, greeting visitors, and directing inquiries or issues to the appropriate division manager. Additional responsibilities include overseeing departmental social media pages, assisting with event and program coordination, and ensuring compliance with City procedures related to purchasing, payroll, and records management. This role requires exceptional attention to detail, professionalism, and the ability to work closely and collaboratively with the Director, division supervisors, city staff, and the public.

Essential Functions / Duties and Responsibilities :

• Provides comprehensive administrative support to the Parks and Recreation Director, including correspondence, scheduling, meeting preparation, and recordkeeping.
• Answers the central Parks and Recreation Department phone line, providing professional customer service and directing calls or issues to the appropriate division manager or staff member.
• Assists in the preparation, formatting, and submission of Resolutions, agenda items, and supporting documentation requiring City Council approval.
• Manages the master Parks and Recreation departmental calendar to ensure coordination among all divisions, facilities, and events.
• Coordinates staff meetings, training sessions, and departmental functions; records and distributes meeting minutes.
• Prepares and edits letters, reports, memos, presentations, and other official documents as requested by the Director or departmental leadership.
• Handles all departmental purchasing and procurement, including requisitions, purchase orders, quotes, and invoice coding, in accordance with City policy.
• Processes departmental deposits, ensuring all program and facility revenue is accurately recorded, reconciled, and submitted.
• Assists in developing, preparing, and monitoring the annual departmental operating and capital improvement budgets, and supports the Director in preparing budget presentations and reports.
• Establishes and maintains a standardized digital and physical filing system for departmental records, including contracts, resolutions, permits, and financial data.
• Ensures compliance with City policies for records management, archiving, and retention schedules, and assists in compiling information for annual reports, audits, and grant documentation.
• Oversees Parks and Recreation social media accounts, coordinating with division managers to ensure consistent and accurate messaging across all platforms.
• Provides administrative and logistical support for departmental programs, community events, and city-wide initiatives, including registration, vendor coordination, and event documentation.
• Attends and assists at community events and city functions as needed, including evenings or weekends.

Knowledge, Skills, and Abilities :

All positions at the City of Orange Beach have the job responsibilities below :

Qualifications :

Preferred Qualifications :

Physical Demands and Working Conditions :

The work is primarily sedentary but may require occasional walking, standing, and lifting of light materials up to 25 pounds. Requires manual dexterity and visual acuity to operate standard office equipment. The work environment involves everyday risks or discomforts typical of office settings, requiring normal safety precautions. The work area is adequately lighted, heated, and ventilated. Occasional attendance at off-site meetings, parks, or special events may be required.