Administrative Support Assistant

JOB TITLE : Administrative Support Assistant

CLASSIFICATION : Non-Exempt

DEPARTMENT : CRE / Programs & Facilities

SUPERVISOR : Programs & Facilities Office Manager

SALARY : $36,135 to $43,362 Annually

GENERAL JOB DESCRIPTION

• To perform an extensive variety of parks & rec administrative clerical work and customer service in support of the Programs & Facilities Division;
• to provide information and assistance to the public regarding recreation programs / activities / sports and parks facility / shelter / athletic reservations as well as department or division policies and procedures including answering phones and assisting walk-in customers;

and to type and proofread a variety of documents and correspondence; as well as collecting payment for registrations & rentals.

PRIMARY DUTIES AND RESPONSIBILITIES

Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner;

answer the telephone and wait on the public; take messages and transfer calls to appropriate personnel; provide information on departmental and City policies and procedures as required.

Prepare, type, word process and proofread a variety of documents including general correspon dence, agendas, reports, memoranda and statistical charts from a rough draft or verbal instruction;

perform a wide variety of general clerical work including the maintenance of accurate and detailed logs and records; verify accuracy of information, research discrepancies and record information.

• Collect monies; reconcile and balance cash drawers; issue receipts and refunds.
• Prepare requisitions, purchase orders, and sending accounts to Collections for assigned divisions.
• Provide information and forms to the public as needed; apply departmental policies and procedures in determining completeness of applications, forms, records, and reports.
• Accept fees for registration, reconcile cash drawers; maintain office forms and accurate inventory information while also participating in coordination of various programs;

register participants in special events and sports leagues; accept fees, balance, and reconcile.

SECONDARY DUTIES AND RESPONSIBILITIES

• Attend and participate in professional group meetings; stay abreast of new trends and innovations.
• Estimate time, materials, and equipment required for jobs assigned; requisition materials as required.
• Prepare forms, procedures, and reserve departmental facilities, equipment, and materials.
• Operate a variety of communications and office equipment including a multi-line telephone, copiers, and computers; input and retrieve data and text.
• Travel to various rental facilities for showing facilities and dropping off Deposit, Requisitions, and other materials to the main City Building.
• Perform other duties and responsibilities as required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Operations, services, and activities of an assigned department or division.
• Principles of business letter writing and basic report preparation.
• Practices used in minute taking and preparation.
• Modern office procedures, methods, computer equipment, and software.
• Fundamental principles and procedures of record keeping.
• Ability to type and enter data at a speed necessary for successful job performance.
• Ability to meet schedules and timelines.
• Communicate clearly and concisely, both orally and in writing.
• English usage, spelling, grammar, and punctuation.
• Establish and maintain effective working relationships with those contacted during work.

QUALIFICATIONS FOR THE JOB

Required :

High school diploma or GED

Preferred :

Secretarial and clerical experience.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is required to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading, and writing.

The employee is also required to maintain physical condition necessary for operating assigned equipment, walking, standing, kneeling, repeated bending or sitting for prolonged periods of time and lifting to 30 pounds.

Maintain mental capacity which allows the capability of making sound decisions demonstrating intellectual capabilities.

Working Environment :

Office and field environment, travel from site to site; utilizing a computer; work closely with others; work independently.

Last updated : 2024-05-01