Administrative Assistant - Parks and Recreation

Under the direction of the Parks and Recreation Director.   Performs a variety of administrative tasks in order to assist the Department Director with the efficient operation of youth/adult sports activities and other Department programs.

• Performs a variety of administrative tasks in order to assist the Department Director with the efficient operation of youth/adult sports activities and other Department programs
• Contacts applicants for youth activity programs and/or events
• Contacts sports officials to work/officiate games and events when requested
• Notifies coaches/officials when events are cancelled and/or delayed
• Tracks coaching services/sports program registrations as requested, orders shirts/uniforms for program/special event participants as requested
• Composes/prepares participant and coaching certificates as requested, updates program information such as the sports hot line
• Monitors budgeting spending, researches/prepares data for budget preparation, assists with writing budget justification
• Monitors individual program expenditures and maintains records/balances accounts
• Opens purchase orders to pay officials, timers, scorekeepers, umpires, etc
• Prepares fiscal documentation to be signed by Director in order to pay for supplies, equipment, etc
• Collects returned checks from Parks & Recreation Department
• Prepares bid sheets/packets, attends bid openings/receives money for bid packets
• Summarizes reports of department operations/fiscal activity,
• Utilizes personal computer to prepare memos, invoices, and other documentation
• Communicates department policy to elected officials/staff; contacts staff in field by using cell phone as required
• Prepares routine correspondence, schedules meetings/appointments for Director
• Prepares various reports relating to department activities
• Maintains files and confidential documents, updates personnel roster
• Types resolutions and memo’s, ordinances, encumbrances, purchase orders, and other department documentation
• Attends meetings/takes minutes, sends out meeting notices, minutes, and other printed material to boards/commissions
• Types department mailings, rosters, name tags, etc
• Answers telephone/directs caller to proper staff member and/or answers questions and handles complaints
• Coordinates acquisition and maintenance of office equipment,
• Uses appropriate machine(s) to copy various documents (e.g., schedules, newsletters, mailing labels, public notices)
• Tracks distribution of various department keys
• Assists with special projects: keeps Director informed
• Receives, opens, stamps in, distributes mail, operates postage meter to send mail, answers telephone/screens calls, meets/directs visitors, fills in for municipal building receptionist during break/lunch
• Maintains department files/records, maintains inventory of general office supplies and order more when needed
• Contacts vendors to obtain information on equipment needs
• Attends training and in-service
• Responsible for development of City brochure
• Remains informed of current developments and procedures pertinent to duties
• Participates in staff development activities and services review procedures
• Attends staff meetings and supervisory conferences
• Meets all job safety requirements and all applicable OSHA safety standards that pertain to essential functions
• Demonstrates regular and predictable attendance
• Performs other related duties as assigned

• High school diploma or three (3) years experience in office practices and procedures
• Two (2) courses or twenty four (24) months experience with Microsoft office software or equivalent training or experience

Knowledge of:   

• Bookkeeping, inventory control, budgeting
• Department policies and procedures, public relations, community resources and services
• Office practices and procedures
• English grammar and spelling
• Records management, office management, local geographical area

Skill in:   

• Typing, excel and/or all Microsoft office software, word processing
• Use of modern office equipment (e.g., personal computer, printer, fax)

Ability to:   

• Deal with problems involving several variables within familiar context
• Calculate fractions, decimals, and percentages
• Prepare accurate documentation, compile and prepare reports
• Respond to routine inquiries from public and/or officials
• Extremely efficient in all forms of interpersonal communication
• Understand a variety of written and/or verbal communications
• Gather, collate, and classify information
• Cooperate with co-workers on group projects along with other departments within the city
• Answer routine telephone inquiries
• Handle sensitive inquiries from and contacts with officials and general public
• Develop and maintain effective working relationships
• Resolve complaints

Working Conditions:   

• Work is performed in a normal office environment.