Recreation Program Admin Asst

The City of Germantown is an Equal Opportunity Employer committed to an alcohol/drug-free workplace and to providing equal opportunities regardless of race, sex, color, religion, national origin, age or disability.

Organizational Accountability

City of Germantown public servants exist, first and foremost, to protect and enhance the quality of life of those we serve; every position on the Germantown team has a shared responsibility and accountability to fulfill this purpose. Through the constant alignment of individual actions, behaviors and performance with our organization’s values system, Germantown public servants demonstrate a steadfast commitment to our greater mission of Excellence. Every day. The expectation for senior leaders is to model The Germantown Way at all times for those they influence and interact with daily.

Description

GENERALDEFINITIONOFWORK:

Under the general supervision of the Recreation Program Manager, performs moderately complex administrative and operational support for the Recreation Program to include the 50 ActiveAgingprograms, Senior Expo, Summer Day Camps, Special Recreation, and a variety of events, programs, and activities for the community. Supportsprogramcoordination, registration, communication, recordkeeping, and daily operations to help ensure efficient and effective delivery of services.

Organizationalaccountability

City of Germantown public servants exist, first and foremost, to protect and enhance the quality of life of those we serve; every position on the Germantown team has a shared responsibility and accountability to fulfill this purpose. Throughtheconstantalignmentofindividualactions,behaviorsandperformancewithourorganization’svaluessystem, Germantown public servants demonstrate a steadfast commitment to our greater mission of Excellence. Every day.

Examples of Duties

Essential Job Functions

• Performs moderately complex administrative and operational support for recreation programs and a variety of special events, classes, trips, and
  
  

activities for the community.

• Serves as the Recreation Program’s first point of contact by answering incoming calls, emails, and walk in customers to address general inquiries and resolves routine concerns.
• Provides general clerical and administrative support to the Recreation Program; composes and types letters, memoranda, and other correspondence
  
  

related to the Recreation Program activities. Drafts materials ensuring completeness, accuracy, and appropriate English usage including grammar,

punctuation and spelling.

• Prepares and processes check requests, deposits, contracts, and purchase requisitions.
• Assists with fee collection, receiving, and monitoring program budgets.
• Ensures accurate and current financial tracking through the production of daily financial logs and reports.
• Assists with program registration, participant communication, and maintains accurate records using recreation management software.
• Supports program logistics by coordinating schedules, confirming instructors/vendors, and assisting with facility reservations.
• Maintains program files, attendance records, and reports for tracking participation and program effectiveness.
• Assists with coordination and administrative support for the City of Germantown’s annual Senior Expo, including managing vendor communication,
  
  

processing applications, tracking registrations, preparing materials, and providing on-site event support.

• Assists with the development and distribution of marketing materials including flyers, newsletters, email communications, and calendar updates.
• Assists with daily operational needs at program sites, including supply inventory, ordering, and organization of materials.
• Coordinates communication with participants regarding schedules, updates, cancellations, and reminders.
• Assists with on-site program and event support, including set up and breakdown of tables, chairs, and supplies as needed.
  
  

Other Job Functions

• Perform s related tasks as required.
• May assist with other Parks and Recreation Department activities or City sponsored events.
  
  

Qualifications

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.
• Knowledge of the principles, practices and techniques of parks and recreation and local government administration.
• Knowledge of research and reporting methods, techniques and procedures.
• Knowledge of principles of business letter writing and report preparation. Knowledge of or willingness to learn computer software applications such as office management, word processing and spreadsheets.
• Skilled in spelling, punctuation, grammar and oral communications.
• Skilled or willing to learn how to operate a variety of office equipment, such as computer, calculator, copier, fax machine and multi-line telephone systems.
• Ability to interact effectively, courteously and professionally with the public in handling inquiries and communicating information.
• Ability to handle sensitive and confidential issues.
• Ability to plan, prioritize and organize work with very little direction.
• Ability to produce written documents with clearly organized thoughts using proper business English, sentence structure, grammar and punctuation.
• Thorough knowledge of departmental policies, procedures, programs and activities.
• Ability to interact effectively, courteously and professionally with the public and other city staff in handling inquiries and communicating information.
• Ability to exercise good judgment and tact in receiving office callers and finding appropriate solutions to problems.
• Ability to work independently and plan, organize and prioritize work.
• Ability to learn and operate specialized systems software.
  
  

Requirements

EDUCATION AND EXPERIENCE: High School Diploma or General Equivalency Degree (GED) and four (4) years of progressively responsible administrative and operational support functions; or any combination of education, training, and experience providing the knowledge, skills, and abilities necessary to perform essential job functions. Valid Driver’s License is required.

WORKING CONDITIONS: Work takes place in a clean, pleasant, and comfortable office setting. Lifting and moving tables and chairs are required to set up for events. Routine local driving to and from program sites and events is required to pick up necessary items.