Office Coordinator

Experience Level:Manager (Manager/Supervisor of Staff)Education Level:High School or EquivalentOVERVIEWThe City of Chesterfield is currently looking for a full time Office Coordinator for our Parks, Recreation and Arts Department. This position provides supervision of the administrative functions of the Parks, Recreation and Arts (PRA) Department, Duties relate to assisting the Director of Parks, Recreation & Arts, managing the administrative needs of the Department and providing administrative support for boards and committees, Work may include supervising part-time or seasonal administrative staff, while providing administrative support to the Director and other personnel as requested.RESPONSIBILITIESOversees the work of the part-time Administrative Assistant.Working under the general direction of the Director of Parks, Recreation & Arts, supervises administrative support functions for the department. Processes invoices, deposits and purchase orders, maintains budget records, spreadsheets and reconciles monthly financial records.Processes program registrations, memberships and sales, Processes facility rentals and permits. Processes and maintains tracking systems for permits, reports, and insurance requirements, Produces monthly and yearly reports. Receives, responds to, and routes phone calls and email inquiries.Oversees document archives, records management, and maintenance of various databases and tracking systems. Responsible for training PRA staff in office procedures, City procedures relative to PRA administrative functions, and oversight of administrative work products. Attends PRA Committee of Council meetings, Responsible for taking and preparing meeting minutes and distributing and posting meeting packet prior to meetings. Provide administrative support to citizen advisory committees, including group communications, meeting scheduling and cancellations. Prepares and distributes meeting agenda packets and summaries for committee meetings, Posts meeting packets on City website, Provides support for other evening meetings as needed. Assists with the reaccreditation process for Commission on the Accreditation of Parks and Recreation Agencies (CAPRA). Orders office and departmental supplies and staff apparel as appropriate.Provides special event or program support as needed.Assists other divisions and departments during emergencies. Performs other duties as assigned. SKILL REQUIREMENTSAbility to demonstrate initiative, work independently or with others, make independent judgements, grasp new concepts quickly, and adapt to a changing work environment, Requires the ability to manage multiple projects and maintain working relationships with others. Must be safety conscious, positive, customer service-oriented team player and self-starter.Ability to use Windows-based word processing, spreadsheet and database applications, and general office equipment. Ability to use Canva design platform in addition to other software platforms used for municipal services. Proficient typing and proofreading skills required, along with knowledge of general office procedures, business, English, spelling, basic math and grammar. Must have a valid driver’s license on start date. COMPENSATIONThis is a non-exempt position with a 2026 annual starting salary of $51,053.00 paying hourly at $24.54High school diploma or GED required, Five (5) years of progressively responsible experience in office management or administrative assistance required, Supervisory management experience preferred. BenefitsThe City of Chesterfield offer a comprehensive benefits packge including medical, dental, and vision insurance, with generous City contributions and coverage beginning shortly after hire. Employee receive 11.5 paid holidays, tiered vacation accrual with no waiting period, sick leave. and five personal days upon hire, along with access to a 24/7 Employee Assistance Program. Additional benefits include flexible spending accounts, a City-funded 401(a) retirement plan, optional 457(b) contributions, life and disability insurance, and multiple supplemental coverage options. The City also provides tuition reimbursment to-to $2,500 per year and a robust wellness program with fitness incentives and facility access.