Senior Administrative Specialist

2 weeks ago

Danville, United States City of Danville Full time

Description

Provides general office and administrative support to Recreation Division Staff. Implements financial policies and procedures established by the Parks and Recreation business office and the City Finance Office as they relate to the Division. Answers and directs calls, provides patrons with general information, maintains inventory of and orders office supplies, assists in scheduling interviews, arrange rentals, and other administrative tasks as required.
 

The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

Answers and directs all incoming calls; prepare and deliver invoices, timesheets, deposits, and other paperwork to Parks and Recreation Business office daily; code and track invoices Process refund request and prepare check request for the Division. Assists customers, determining their need and getting them to the right person. Answers general inquires such as the operating hours, account balances, etc. Orders office supplies and maintains inventory, anticipates supply needs and responds to requests; places work orders for Public Works when needed or to report a problem, obtain permission before ordering new or unusual types of supplies. Prepares monthly financial reports. Schedules interviews and prepares interview packets.  Coordinates mail and delivers to appropriate personnel; discards unneeded items; contacts vendors to inquire about any billing questions or discrepancies.

ADDITIONAL DUTIES 
Performs additional duties to support operational requirements as assigned.

Education and Experience
High School Diploma or GED supplemented by six months to one year of post-secondary study or training: e.g. vocational, business, technical school. No experience is required.

An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above

Certifications/Licenses

Valid Driver’s License with acceptable driving record according to City Criteria

Job Knowledge 
Basic familiarity with the work to know common principles and terminology and to understand and solve simple problems.

Reading
Advanced: Ability to read literature, books, reviews, scientific or technical journals, abstracts, financial reports, and/or legal documents.

Writing
Intermediate: Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.

Math
Advanced:Ability to apply fundamental concepts of theories, work with advanced mathematical operations methods and functions of real and complex variables.

Communication Skills
Provides basic information to others outside direct reporting relationships on procedures or general policies. Contact may require the consideration of different points of view to reach understanding and gain cooperation and acceptance of ideas.

Independence and Decision-Making
Normally performs the job by following established standard operating procedures and/or policies. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically.

Technical Skills
Work requires the use of standard technical skills appropriate to the work environment of the organization.

Fiscal Responsibilities
Prepares accounting, budget, employment actions, purchasing documents; and does research to justify language used in documents for a unit or division of a department.

Supervisory Responsibilities
May occasionally direct helpers, assistants, seasonal employees, interns or temps.

PHYSICAL DEMANDS
Work is sedentary in nature, requiring occasional light physical exertion. Requires adequate vision, hearing and talking to use a computer, telephone and communicating effectively with others.

NON-PHYSICAL DEMANDS 

Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.  Regular and predictable attendance is expected. May frequently experience time pressure, multi-tasking, tedious or exacting work and work with others as part of a team. May occasionally experience emergency situations, frequent change of tasks and noisy/distracting environment. May rarely experience irregular work schedule/overtime.
MACHINES, TOOLS, EQUIPMENT, SOFTWARE AND HARDWARE
Typically requires use of standard office equipment, including computer and related hardware and software, and any other equipment as appropriate or required.

WORK ENVIRONMENT
The work is normally performed in an office setting. The employee is not exposed to environmental hazards and does not normally require the use of protective equipment.

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