Administrative Assistant Part-Time

JOB DESCRIPTION:

POSITION TITLE:              Administrative Assistant – Lakeview Arena

REPORTS TO:                     Assistant Director of Community Services

EFFECTIVE DATE:           October 24, 2016

JOB CLASSIFICATION:   Part-time (non-exempt)

POSITION SUMMARY

Serves as office clerical support and receptionist for the Lakeview Arena.  Serves as support staff for the Community Services department as required.

SUPERVISION RECEIVED:

Work assignments are made by the Assistant Director of Community Services, who is consulted on unusual problems.  Additional assignments may be made by the Director of Community Services.  Supervisor makes work assignments, advises on unusual work situations, and checks projects in progress and/or upon completion.  This employee performs work with considerable independence according to established procedures and practices.

ESSENTIAL DUTIES

Performs a wide variety of clerical support tasks including, but not limited to, the following:

• Receives visitors and answers telephone calls.  Answers routine questions regarding Community Services department activities and procedures, use of recreation facilities, rental rates, and scheduled events.  Refers more complex inquiries to proper personnel.
• Prepares letters, memoranda, contracts, minutes and other correspondence from rough drafts to standardized, printed final format using word processing software.
• Maintains filing systems.
• Copies, distributes, faxes as needed.
• Creates forms, charts, spreadsheets and templates to create historical record of revenue and expenses, including skating revenues and cost of goods and services.
• Assists in scheduling use of ice, meeting rooms and other Parks & Recreation facilities.  Prepares all necessary paperwork and payment receipts.
• Works with youth programs to coordinate the scheduling of the baseball and soccer fields.
• May work at skate shack during scheduled events.
• Processes incoming and outgoing mail.
• Prepares special events calendar, public service announcements (PSA’s), bulletin boards, postings, fliers, and brochures.

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• Assists in preparing facilities, agendas, invitations and resources for public meetings.
• Assists with Promotional Fund and discount fee waiver applications.

MATERIALS AND EQUIPMENT USED

Computer/standard office software programs

Telephone/Fax

Photocopier

Point of Sale software

POSITION QUALIFICATIONS

Minimum Education:  High School or equivalent.

Preferred Education:   Post High School, vocational, or specialized training

Minimum Experience: Six – twelve months’ clerical experience

• Typing speed of 50 words per minute.
• Ability to follow both oral and written instructions.
• Ability to communicate effectively both orally and in writing.
• Ability to establish and maintain positive working relationships with supervisors, co-workers, and the general public.
• Knowledge of common office practices and equipment.
• Skill in use of computers, printers, and word processing software such as Word, Excel, Power-Point, Publisher, Access and Point-Of-Sale (POS).
• Ability to maintain absolute confidentiality when processing legally sensitive or proscribed information and records.
• Organized and efficient.  Able to work with a minimum of errors.
• Proficient in filing alphabetically and numerically.

PHYSICAL DEMANDS

• Ability to work with interruptions.
• Lifting 20 lbs. maximum with frequent lifting and/or carrying of objects weighing up to 10 lbs.
• Frequent sitting, standing and walking.
• Must be capable of using hand(s) for repetitive fine manipulation and operating controls.
• Frequent bending, squatting, and reaching.
• Occasional twisting and climbing.
• Ability to communicate orally in a clear manner.
• Ability to distinguish sounds at various frequencies and volumes.

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• Ability to distinguish people or objects at varied distances under a variety of light conditions.

This job description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of the job.  The incumbents may be requested to perform job-related responsibilities and tasks other than those stated on this job description.