The Parks & Recreation Department would like to announce the opening of its Administrative Assistant position. Qualified candidates are encouraged to apply to join our team!
This position provides administrative support to the director of parks and recreation in completion of special projects; provides clerical support for four divisions: park maintenance, recreation, facility maintenance, and golf course operations; and serve as secretary to three department board and commissions by correspondence. This position includes many financial responsibilities including auditing and preparing daily bank deposits, daily/monthly revenue reports, budget preparation, accounts receivables, and accounts payables. Receive revenue from grants and capital projects and track disbursements. Verify, distribute and monitor petty cash fund, collect on returned checks, verify, authorize and process customer refunds. Conduct audit procedures and prepare financial reports. Monitor budgets for four divisions and capital project fund. Verify daily receipts to ensure correct fees were collected from program and facility revenues. Prepares presentations, flyers and posters for marketing, agenda items proclamations, project files, and various information for city council and other government agencies. Maintains the master filing system and record retention schedule, including destruction and storage of documents in accordance with state guidelines for the department. This position serves as the system administrator for an online program registration (“Class”), which provides a more modern registration environment to meet customer demands. This position has the additional responsibilities for all third party vendor, Information Technology and Finance Department contacts including receiving and recording revenue collected by the third party vendor. It oversees the customizing of the website to keep information current and running smoothly to improve the department image. This requires daily coordination with vendor, IT and Finance departments. It conducts a daily database audit to ensure that the essential information is accurate. The position must also monitor the site and respond to public requests throughout the day.
Essential Job Duties:
The second level of the Administrative Support Series is responsible for performing administrative duties in support of a department or unit similar to the Office Assistant level, but could also include: maintaining budgets; performing more complex administration; coordinating special projects; and dealing with critical and time-sensitive situations.
The Administrative Assistant is distinguished from the Office Assistant in that it is responsible for performing more complex administrative duties that often involve the maintenance of budgets and supervising special administrative projects.
TYPICAL CLASS ESSENTIAL DUTIES: (These duties are a representative sample; position assignments may vary.)
Regular attendance is an expectation of all positions. Performs various administrative support duties, to include: screening incoming calls; taking and transmitting messages; maintaining calendars; making photocopies; performing data entry; faxing documents; requisitioning supplies; monitoring and restocking office supplies and materials; following up on orders and deliveries; word processing; and/or other related activities. Assists with budget preparation and administration; processes related accounts payable and/or receivable information. Maintains applicable departmental databases and information. Assembles a variety of reports related to departmental activities and/or operations; conducts related administrative research. Organizes and maintains files, including creating and maintaining confidential department/employee files; files documents alphabetically, numerically, or by other prescribed methods. Composes a variety of routine and/or specialized correspondence, reports, documents, applications, forms, memos, and/or other applicable materials; and verifies and edits grammatical composition. Coordinates and prepares for meetings and/or special events, which includes: preparing meeting agendas; scheduling; preparing and disseminating invitations; coordinating and assembling applicable materials; setting up rooms; taking, transcribing, and disseminating meeting minutes; ordering meals and snacks; receiving attendance confirmations; and/or, performing other related activities. Performs other duties of a similar nature or level.
High School Diploma or GED and 1-2 years of general office support experience. Licensing requirements may vary in accordance with assigned area. (positions in this class typically require the ability to obtain): · Notary Public License · First Aid/CPR Certification
Physical Requirements : Positions in this class typically require: reaching, standing, walking, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
This position is a union represented position.
Ideal Candidate Information:
Knowledge of: (position requirements at entry):
Skills in: (position requirements at entry):
- English language, grammar, and punctuation; · Modern office procedures, methods, and equipment; · Meeting and/or special event scheduling techniques; · Basic report preparation techniques; · Recordkeeping principles; · Keyboarding techniques; · Customer service principles; · Filing principles and practices.
** REQUIRED: Please provide three letters of recommendation attached to this application.
- Composing a variety of business correspondence; · Scheduling and coordinating special events and meetings; · Keyboarding; · Using modern office equipment; · Processing departmental documents; · Preparing and proofreading a variety of routine reports and/or documents; · Using computers and related software applications; · Providing customer service; · Communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.
Recruitment Process: Application Review, Written Exam, Interview, and Background Checks.