Staff Assistant

3 weeks ago

The Villages, Florida, United States Village Community Development District Full time

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Do you thrive in an environment that is geared towards outstanding hospitality? Do you have a passion for being innovative and creative? Is hard work on your top list of ideals? Are you a steward of your working environment? Then read on...

The Villages Community Development Districts (The District) tops the list of community development districts that continues to grow in one of the most scenic locations in Florida, The Villages. Our collective commitment to hospitality, innovation & creativity, hard work and stewardship help employees thrive and excel in many fields within The District. An immediate full-time opportunity exists for an individual with commitment, a "passion" for excellence and "drive" for accuracy to join our Recreation & Parks team. This position requires a solid background of advanced customer service skills, used daily. The incumbent will enjoy a challenging atmosphere and being part of a productive team that supports The Recreation & Parks team. The District is looking for an individual with a desire to utilize their cutting-edge organizational skills. The District provides a supportive and engaging workplace that is committed to developing great talent, coupled with competitive compensation and benefits. Do not pass up this opportunity to be a part of a positive, expanding organization.

Competitive Benefits as a full-time employee of the District include:

  • Medical Insurance (fully paid for employee single coverage)
  • Voluntary health benefits including Dental and Vision Insurance
  • 401(a) Retirement Plan, with contributions funded by the District
  • 457(b) Retirement Plan, permitting employee pre-tax deferrals
  • Flexible Spending programs for both Medical and Dependent Care
  • Employee Assistance Program
  • Paid Time Off
  • Tuition Reimbursement
  • Public Service Loan Forgiveness Eligible
  • Tier 2 qualifying organization for The Villages Charter School
JOB SUMMARY

This position provides administrative assistance in various Recreation & Parks Department areas. Under their manager's general direction and supervision, the staff member performs multiple clerical, administrative, and secretarial duties to support staff. The position requires optimal customer service skills, both verbal and nonverbal, which include dealing with problems and complaints courteously and professionally at all times.

ESSENTIAL DUTIES AND RESPONSIBILITIES (May include, but not limited to)

Administrative
  • Receive incoming calls, secure the caller's identity when required, and gather complete and accurate information for forwarding the calls to the appropriate staff.
  • Acknowledge and welcome all visitors positively and cheerfully upon entering the facility or initial interaction at the site. Provide accurate information regarding the department.
  • Although the position may reside primarily at one location, the ability to travel to other Recreation locations at the department's request due to business needs is also required.
  • To ensure optimal customer service, staff assistants must know the department's organizational chart, so phone calls and messages are forwarded to the appropriate staff for resolution.
  • Abide by the department dress code, wearing proper attire to perform all job duties.
  • Keep all materials and binders current with District and Department policies and changes/updates. This will ensure that you are always reliable and able to enforce them as they relate to your daily duties and responsibilities.
  • Prepare professional correspondence.
Reporting
  • Prepare and report a variety of monthly reports including but not limited to: Non-compliance, Guest ID Infractions, Guest ID issuance, financial reports, and purchasing reports.
  • Issues infraction letters as needed.
  • Tracks and update information for under minimum and full events, cancellations and wait lists.
  • Email roster & attendance sheets weekly to Managers and Instructors.
  • Tracks and updates interest survey information for possible curriculum additions.
  • Furnish Facility Schedule and other reports to Manager & Facility Specialists, compare the report from the week before, code and prep for emailing from software.
  • Record and report low enrollment counts, min/max adjustments.
Data Entry/Publications

• Provided a range of data input as needed into a variety of programs, including but not limited to excel, word, and the departments recreation software.

Registrations

• Process registrations, refunds, and/or transfers using registration software including walk-in requests, phone calls, mail in and online internet requests.

• Assist with curriculum and registration questions and payments received.

• Assist customers and staff with online registration and navigation of website information.

• Review Facility Schedule weekly to ensure courses are at max.

• Contact waitlisted students to fill courses and collect payments.

The Enrichment Academy

• Demonstrates knowledge of all Enrichment Academy events, and special events, and will be present and accessible to ensure optimal customer service at events and meetings.

• Provides assistance, direction and information to existing and new volunteers and adjunct instructors. Sets up new curriculum events for adjunct instructors in registration software for renewing and maintaining educational curriculum, updating contact information, and includes inventory of their requirements for the event(s).

• Assist with organizing the Spring & Fall Expo, assign tables and provide packets, copies & name tags for Expo

• Review Recreation Software regularly to be sure the courses are listed correctly.

• Review Roster for double bookings or any other issues.

Finance/Budget

• Opens, closes, and performs daily operations per specified procedures, reporting any loss or issues to manager the same day.

• Handles daily closeout information and reports for accounting department.

• Reviews various automated reports for potential issues, reports accordingly.

• Process online credit card transaction report and furnish to Finance daily.

• Assist in the monthly organization and payment of recreation department bills.

• Assist with tangible personal property and fix assets.

• Assist with the reconciliation of various general ledger accounts.

Incident Reporting

• Follow District incident reporting protocols for all incidents related to self, residents and/or guests, including but not limited to health, safety, lost items and/or facility conditions by reporting same immediately to the Recreation Manager(s) at the time of such incident, or no later than the end of an assigned shift.

Recordkeeping
  • Responsible for collecting, reviewing and filing all neighborhood pool check, surveys, overnight parking, inventory and maintenance checks.
  • Maintains recordkeeping, either manually or via computer, as directed and within designated timeframes.
  • Recordkeeping may include, but is not limited to, entering attendance data, tracking under minimums, Event Set-up Reports, non-compliance data, Guest ID stats or other duties as assigned.
Additional

• Performs other duties as assigned.

• May be expected to perform additional duties in an emergency.

ESSENTIAL EXPECTATIONS OF PERFORMANCE AND BEHAVIOR (Includes, but not limited to)

• Cultivates and maintains effective working relations within the department, the District, as well as outside

of the organization.

• Models behavior to the District Core Values at all times.

• Fosters a teamwork environment.

MINIMUM EDUCATION AND EXPERIENCE (Includes, but not limited to)
  • Associates degree or equivalent from two-year College or 3 years consecutive related experience and/or training; or equivalent combination of education and experience.
MINIMUM CERTIFICATES, LICENSES, REGISTRATIONS
  • CPR/AED training
  • Valid Florida Driver's License required.
  • All candidates and employees must successfully pass background.
MINIMUM KNOWLEDGE, SKILLS AND ABILITIES (Includes, but not limited to)

Knowledge

• Demonstrated knowledge of District and Department policies and changes/updates to ensure the ability to

abide by and enforce same as it relates to daily duties and responsibilities.

Skills

• Demonstrated use of Intermediate or better proven proficiency in personal computer skills, specifically in Microsoft Word, Excel, Outlook and PowerPoint.

Abilities

• Ability to successfully read, analyze, and interpret general business periodicals, professional journals, financial reports and legal documents, works with management team in the strategic planning and implementation process.

• Ability to write reports and business correspondence to managers, clients, customers and the public.

• Must have excellent written and verbal communication skills, as well as a professional appearance and demeanor.

• Ability to work on weekends and after hours to meet timelines, attend meetings and to make sure all events run smoothly.

• Strong work ethic and commitment to providing optimal Customer Service.

• Ability to be well-organized & successfully prioritize responsibilities in a fast-paced environment to meet multiple demanding deadlines.

EQUIPMENT

Position regularly requires the use of:
  • Recreation equipment including but not limited to scanners.
  • Office equipment, including but not limited to telephones, personal computers, credit card machines and productivity software.
  • District vehicle (truck, car or golf cart).
WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS (Includes, but not limited to

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.

While performing the duties of this job the employee will be exposed to the following:

• Exposed to noise level in the environment that is usually moderate.

Physical Requirements

The physical requirements described 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 following applies:
  • Regularly required to stand, walk, push/pull, use hands/fingers, reach forward and overhead, kneel, stoop, twist, squat, sit, balance.
  • Occasionally required to climb stairs, crawl.
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

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