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Administrative Assistant II
4 months ago
Job Summary
Please note that this job posting closes on May 27th @4pm.
SUMMARY
Provides a variety of clerical and administrative support for the Recreation and Parks staff and supplies the general public with information, assistance and customer service regarding Recreation and Parks programs/operations and special events. Assignments are completed in accordance with established precedents and policies. Knowledgeable of Departmental functions and daily work.
ESSENTIAL DUTIES AND RESPONSIBILITIES Reception
- Serves as departmental receptionist and principal customer service agent.
Processes registrations and answers telephone inquiries about Department programs, services and facilities, as well as Departmental function, status of operations, existing policies and related matters. Also responds to inquiries regarding Special Events and Private Events. Screens and routes calls to staff, resolves complaints where possible, refers complaints to appropriate staff for investigation and resolution.
Provides in-person customer service, handling inquires and providing assistance. Accounts Receivable
- Processes, collects and verifies money and credit cards for Programs, Special Events and other divisions as required.
Verifies, counts and deposits all money processed through Northside Park and all satellite facilities. Detects and corrects errors in revenue receipts prior to depositing. Reconciles daily cash reports and sends to Finance. Enters and processes field purchase orders for programs and special events reimbursements and other purposes. Payroll
- Enters daily hours worked by Recreation and Parks employees in computerized time keeping system, prepares payroll reports, and assures accuracy of submission.
Administrative Support
- Serves as the primary administrative aide for the Department Director and all other Senior Staff members.
Handles sensitive information; composes and/or prepares correspondences, reports, presentations, forms, and other documents, and gathers information from various sources. Composes, reads, edits and updates, interprets and reviews documents, flyers, brochures, creates business letters and advertising content, other department-based publications and correspondences. Assists Senior Management staff in the planning and implementation of projects.
Compiles data and converts information into reports usable by the Senior Management Staff. Also provides administrative and clerical support to professional staff. Gathers information on customer satisfaction, evaluates efficiency of office operations, and reports results to senior management staff.
Recreation Based Software Program
- Manages registration system's maintenance, including creating new households, the merging of duplicate households, setting up new staff users and assisting professional staff with transferring data to history, creating new activities, POS numbers, passes and facilities.
Also, responsible for updating activities seasonally, emailing from data base and reserving rooms. Assists in the receipting, processing and approval of reservations and rentals of facilities operated by the Recreation and Parks Department. Meeting Staff Support
- May schedule and assist in the preparation of agendas of conferences and meetings of boards, committees and other groups; notifies participants of such meetings; attends meetings to take notes and/or provide information if requested; prepares minutes.
Office Equipment
- Manages operation and upkeep of office equipment, fax machine, copiers, printers, time clocks, etc.
Updates phone system as needed, including the addition and deletion of staff. Purchasing
- Enters and processes Department purchase orders and stock requisitions for Administration and other Divisions as requested.
Reconciles Department p-card purchases monthly and distributes reports to be approved. Correspondence – Sorts, distributes and processes mail and incoming faxes on a daily basis. Reviews general mail for subject matter and priority and routes appropriately. Responds to or forwards the Department's general email inquiries to appropriate staff. Supplies
- Maintains Department's office supply inventory and processes orders from staff for special operating supplies.
Miscellaneous Duties – Updates bulletin boards and general lobby marketing information. Assists in the operation of department programs, events and services as needed.
Minimum Qualifications
QUALIFICATIONS - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Must be able to multitask as well as have excellent written and verbal communication, customer service and organizational skills. EDUCATION and/or EXPERIENCE Graduation from an accredited high school, supplemented by courses in typing, computers, Microsoft Office, as well as office procedures with a minimum of three (3) years in like position.
Open Meetings Act training required within one (1) month of start. CERTIFICATES, LICENSES, REGISTRATIONS: None. OTHER SKILLS AND ABILITIES:
Thorough knowledge of business grammar, office practices, procedures and equipment; of the methods and techniques of commonly employed recordkeeping systems, and typing skills of 55 wpm. , basic mathematical skills and full knowledge and efficiency of Microsoft Office programs. Ability to communicate courteously, effectively and diplomatically with all contacts.
Knowledge of and experience with positive social media creation and broadcasting preferred.
Supplemental Information
LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organizations.
MATHEMATICAL SKILLS: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area circumference, and volume. Ability to apply concepts of basic algebra and geometry. REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee frequently is required to walk and talk or hear. The employee is occasionally required to stand; climb or balance; and stoop, kneel, crouch, or crawl.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee primarily works in an office environment and is exposed to moderate noise levels. Equal Opportunity Employer
Veterans are encouraged to apply.
