Administrative Assistant

1 week ago

Parks, United States City of Germantown, TN Full time
Salary: $13.90 Hourly

Location : Parks & Recreation, TN

Job Type: Part Time

Department: Parks & Recreation

Division: Recreation & Rentals

Opening Date: 09/20/2024

The City of Germantown is an Equal Opportunity Employer committed to an alcohol/drug-free workplace and to providing equal opportunities regardless of race, sex, color, religion, national origin, age or disability.

ORGANIZATIONAL ACCOUNTABILITY:
City of Germantown public servants exist, first and foremost, to protect and enhance the quality of life of those we serve; every position on the Germantown team has a shared responsibility and accountability to fulfill this purpose. Through the constant alignment of individual actions, behaviors and performance with our organization's values system, Germantown public servants demonstrate a steadfast commitment to our greater mission of Excellence. Every day. The expectation for senior leaders is to model The Germantown Way at all times for those they influence and interact with daily.
Description

The City of Germantown is seeking a part-time Administrative Assistant to provide general administrative support to the Parks & Recreation department. Primary duties include providing receptionist and general office support. Successful candidate will work 25 hours a week and have flexibility to work additional hours to fill-in during the absence of other office assistants, or to meet increased office demands.

Schedule:
Monday - Friday 8:00am- 1:00pm
Park Office hours are Monday - Friday; 8 am - 5 pm.
Examples of Duties

  1. Responds to and resolves difficult and sensitive complaints and inquiries; provides general and specialized information and assistance with the area of assignment that may require the use of judgment, tact, and sensitivity and the interpretation of policies, rules and procedures as appropriate.
  2. Provide general customer service to the public by greeting visitors and answering the telephone.
  3. Take program registrations and facility reservations. Provide information and answer questions about park facilities and recreational programs and events.
  4. Screen telephone calls and visitors requiring considerable judgment to determine how the request can best be served; resolves routine and some complex inquiries as qualified or refer to appropriate individuals.
  5. Conducts assigned research and analysis; develops recommendations for operating policy, procedures, and other administrative issues.
  6. Utilizes word processing, spreadsheet, database, and other presentation software to produce various documents to support administrative functions, proofing and editing work to ensure clarity, correct spelling and punctuation. Initiates and composes routine correspondence requiring judgment and originality.
  7. Participates in implementing the department's records management procedures in accordance with the requirements of the City's records management program.
  8. Maintains administrative records, files and databases, including entering data in a timely manner, and maintaining all records in a secure and confidential system.
  9. Schedules and coordinates meeting room space and arrangements.
  10. Opens, sorts and distributes incoming mail, including email; determines priorities and how documents should be handled.
  11. Maintains and organizes paper and electronic files and records, including Department credit cards.
  12. Compile data from a variety of sources requiring an understanding of departmental programs, activities, policies and procedures to assist in preparing various reports.
  13. Collect monies for fees and donations; keep records of all cash receipts, count and balance funds and prepare for daily deposits.
  14. Maintains inventory of office supplies and equipment, ordering additional items as required.
  15. Arranges for the repair and maintenance of office equipment as needed. Run errands locally to pick up necessary items.
  16. Perform routine office activities, including making copies, filing, sorting and opening and distributing mail.
  17. May be asked to organize, coordinate and handle administrative duties for special events and participate in special projects and committees.
  18. Must be punctual and timely in meeting all job performance requirements, including but not limited to, attendance and tardiness standards and work deadlines.
OTHER JOB FUNCTIONS:
1. May be asked to participate in special projects and committees.
2. Performs related tasks and other duties as required or assigned..
Qualifications

  • Knowledge of the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.
  • Knowledge of the principles, practices and techniques of parks and recreation and local
  • government administration. Knowledge of research and reporting methods, techniques and procedures.
  • Knowledge of principles of business letter writing and report preparation. Knowledge of
  • computer software applications such as office management, word processing and spreadsheets.
  • Skilled in spelling, punctuation, grammar and oral communications.
  • Skilled in operating a variety of office equipment, such as computer, calculator, copier, fax machine and multi-line telephone systems. Ability to interact effectively, courteously and professionally with the public in handling inquiries and communicating information.
  • Ability to handle sensitive and confidential issues.
  • Ability to plan, prioritize and organize work with very little direction.
  • Ability to produce written documents with clearly organized thoughts using proper business English, sentence structure, grammar and punctuation.
  • Thorough knowledge of departmental policies, procedures, programs and activities.
  • Ability to interact effectively, courteously and professionally with the public and other city staff in handling inquiries and communicating information.
  • Ability to exercise good judgment and tact in receiving office callers and finding appropriate solutions to problems.
  • Ability to work independently and plan, organize and prioritize work.
  • Ability to learn and operate specialized systems software.

Requirements

EDUCATION AND EXPERIENCE:
High school graduate and four years administrative experience supporting directors and/or managers; or any combination of education, training, and experience providing the knowledge, skills, and abilities necessary to perform essential job functions.

WORKING CONDITIONS:
Work takes place in a clean, pleasant, and comfortable office setting.

Information about employee benefits can be found on our website at:

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