What are the responsibilities and job description for the Recreation Administrative Assistant position at City of Glasgow?
Position Purpose
The Administrative Assistant performs a variety of administrative, clerical, financial, and customer service duties in support of the Parks and Recreation Department. This role contributes to the efficient operation of the department by maintaining records, coordinating facility reservations and program registrations, processing invoices and purchasing documentation, and serving as a primary point of contact for the public.
Essential Functions and Basic Duties
Administrative and Program Support
- Prepares correspondence, public notices, promotional materials, and other departmental communications
- Maintains filing systems, departmental records, and electronic databases
- Schedules and coordinates facility reservations, athletic field usage, equipment rentals, and other departmental activities
- Maintains reservation records and schedules for parks, shelters, fields, and other department facilities
- Assists with registration and recordkeeping for recreation programs, activities, and special events.
- Maintains participant records, waivers, permits, and related documentation
- Assists with preparation and distribution of program information, schedules, and public notices
- Orders and maintains inventory of office supplies and related administrative materials
Financial and Recordkeeping Support
- Receives, reviews, and enters invoices into the City's financial management system
- Prepares purchase orders, vouchers, and related purchasing documentation in accordance with City policies and procedures
- Maintains records related to facility rentals, and program participation
- Assists with entry and maintenance of employee timekeeping records
Customer Service and Communication
- Serves as receptionist and responds to telephone, electronic, and in-person inquiries
- Provides information regarding parks, facilities, programs, events, rentals, fees, and department services
- Receives and addresses complaints, concerns, and service requests from the public, ensuring proper resolution or referral
- Communicates effectively with employees, participants, vendors, community organizations, and the general public
Special Events and Department Operations
- Provides administrative support for departmental events, community activities, and recreational programs
- Assists with coordination of awards, trophies, recognition items, and related event materials
- Performs related work as required and as assigned
Qualifications
Training and Experience
- Graduation from an accredited high school or possession of an equivalent GED certificate
- Two (2) years of progressively responsible administrative, clerical, bookkeeping, customer service, or related experience preferred
- Experience involving public interaction, scheduling, cash handling, facility reservations, recreation program administration, or municipal government operations
Special Requirements
- Possession of a valid driver’s license
- Requires CPR certification within six (6) months of employment
- Ability to successfully complete background and drug screenings
Special Knowledge, Skills, and Abilities
- Strong working knowledge of Microsoft Office (Word, Excel, Outlook) and general Windows environment
- Ability to learn and utilize recreation registration, reservation, and financial software systems
- Ability to maintain accurate records and prepare routine reports
- Strong verbal and written communication abilities
- Ability to establish and maintain effective working relationships with employees, supervisors, vendors, program participants, and the general public
An Equal Opportunity Employer
We do not discriminate on-the-basis of race, color, religion, national origin, sex, pregnancy, childbirth, pregnancy/childbirth related medical conditions age, or disability or any other protected class. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors. If you need an accommodation to complete the application process, contact City of Glasgow at 270-651-5131.
Salary : $16