ADMINISTRATIVE ASSISTANT-PARKS AND REC

Job Function:

Performs administrative level secretarial work, including administrative support to the Department. Key responsibility will be the information/membership desk of the new Resource and Recreation Center and assist in the daily operations of the facility. Responsible secretarial and record keeping requiring considerable judgment in the daily activities of the Parks & Recreation Department. Receive calls and give information to callers, screen and route calls to appropriate destinations in a professional and courteous manner. Assists with filing and monitoring of administrative files, publicize, market and brand special events and recreational programs related to the Resource and Recreation Center. Position employees in this classification function at a complex clerical capacity and create complex documents and reports, maintain filing systems, as well as provide general office management support. Responsible for assisting in the PO, P-card, and billing of the department. Performs other related duties as required or assigned.

Career Path: Administrative Coordinator

Essential Duties:

The essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related marginal duties as required.

1. Administrative assistance to the Director, departmental senior staff and staff of the Resource and Recreation Center.
2. Manage daily operations of the information/membership desk of the Resource and Recreation Center.
3. Assist lead staff in the overall operations of the Resource and Recreation Center facility.
4. Assist in creating and implementing rules of the Resource and Recreation Center.
5. Research, compose and type effective correspondence and memorandums, charts, reports and other departmental forms and materials independently or from general instructions.
6. Establish and maintain filing system/records for the Department. Follow retention schedules according to the State Records Retention Standards.
7. Answer incoming phone lines, screen and route telephone calls, handle calls when possible, provide information, and take complete and concise messages.
8. Requisition materials and supplies and enter coded invoices for payment, maintain open purchase orders, prepare check requests and if necessary; budget transfers and amendments.
9. Give out information according to department rules, regulations and policies.
10. Assist with updating departmental Web Pages, City Calendar.
11. Researching and reports for various Parks & Recreation related issues.
12. Create presentations in power point as necessary.
13. Creation and publishing of promotional material and digital content for the promotion of Parks & Recreation events and programs related to Resource and Recreation Center.
14. Coordinates and schedules City Parks & Recreation Facilities, meetings, meeting rooms and required equipment for internal meetings and those with other departments, vendors, Departmental programs, and business community.
15. Assists customers with facility rentals online, collecting payment as needed, making changes and cancelling reservations on a daily basis.
16. Assists customers with registrations, transfers, etc. for activities and programs on a daily basis.
17. Perform other related functions as required.

Knowledge, Skills, and Abilities: 

• Excellent knowledge of business English, punctuation, mathematics and spelling.
• Specific knowledge in how a City, County, or Government operates.
• Excellent verbal and written communication skills.
• Excellent customer service skills.
• Excellent team player.
• Exceptional knowledge of modern office practices and procedures.
• Exceptional ability to maintain files and records.
• Knowledge in budget processes.
• Knowledge of working with boards/committees and taking notes.
• Exceptional computer skills in Windows, Ms Office, Canvas, Adobe.
• Ability to maintain confidentiality.
• Ability to work some evenings/weekends/holidays and overtime work as required.
• Spanish language ability is a plus but not required. Bilingual candidates are encouraged to apply.

Required Qualifications: 

• High School graduation or GED required. One (1) year training or course work in business executive secretarial or related field preferred. Or equivalent of work experience. 
• Must have at least one (1) year responsible secretarial experience in the public or private sector. 
• A comparable amount of education and/or experience can be substituted for the minimum qualifications.
• Complete the required National Incident Management System (NIMS) training within 6 months of completion of probationary period.
• Must possess a valid Florida Driver’s License.

Essential Physical Skills:

• Ability to clearly communicate verbally.
• Acceptable eyesight (with or without corrections).
• Acceptable hearing (with or without hearing aid).
• Able to lift and /and or carry weight up to ten (10 lbs.) pounds.
• Walking or standing for periods of time.
• Able to exert up to ten pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Must be physically able to operate a variety of office machines and equipment including computer, copier, telephone, calculator, etc.

Equipment:

• Computer system and components.
• Multi-line telephone
• Copier
• Fax machine
• Calculator

Environmental Conditions:

(Reasonable accommodations will be made in accordance with existing ADA requirements for otherwise qualified individuals with a disability.)

Note: Job Descriptions are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. E-Verify Works for Everyone For more information on E-Verify, or if you believe that your employer has violated its E-Verify responsibilities, please contact DHS.

The City of Mount Dora is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City of Mount Dora will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Mount Dora is a drug-free, smoke-free, EOE.