What are the responsibilities and job description for the Administrative Assistant PR&SS position at Town of Branford.?
Location | Department: 46 Church Street Community House | Parks, Recreation & Senior Services
Reports To: Director of PRSS, Assistant Director of PRSS, or their designee
Position Status: part-time, Hourly, Non-Exempt
Weekly Hours: Less than 19 hour per week
Salary Classification: N/A
Affiliation: N/A
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Position Summary/Purpose:
The purpose of this position is to assist with the daily operations for the Parks and Recreation Department. Under supervision by the Director of Parks, Recreation & Senior Services and the Assistant Director of Parks, Recreation & Senior Services, will perform tasks and duties that are required for the proper for the development of programming activities and administrative functions for the department. In addition, the position is responsible for business operations of the department such as scheduling registration of programs, inventory control, departmental procedures and other coordination of programs assigned.
Essential Functions and Responsibilities
The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
- Assist with the daily operations.
- Assist with the business operations of the Parks, Recreation & Senior Services Department that may include, accounting, scheduling of seasonal staff/instructors, and adherence to departmental operational practices.
- Assist in registration of community members for various programs and activities, including answering questions by email, phone or in person. Administer accurate fee collection process and record as instructed.
- Ensure that the building/facility use procedures and policies are clearly communicated.
- Respond to public inquiries, regarding departments programs and facility usage.
- Screens incoming phone calls, mail, concerns and questions; serves as first point of contact for community members to answer questions, disseminate program information and explain department’s policies, procedures and programing
- Accurately composes correspondence and memoranda via letters and email.
- Gathers and enters data to compile departmental reports as required or requested.
- Assist with department fliers and program announcements for dissemination via email, social media outlets, etc.
- Prepares documents and brochures for print, online and social media postings.
- Maintains membership and mailing lists of participants.
- Inspect facility and the surrounds to help ensure safety.
- Assist department with special events and programs.
- Assist with keeping department office equipment clean and in proper running order.
- Attend mandatory meetings and training sessions as scheduled.
- Act immediately and appropriately to the secure safety of participants in the event of emergency.
- Communicates in a professional manner at all times while delivering the highest customer service.
- Ability to enforce town and department policies while providing a high level of customer service to the public, must be diplomatic and calm
- Arrives prepared and on time for work and consistently demonstrates service excellence.
- Foreseeing hazards and taking steps to control them for the safety of the public.
- All other duties as assigned and appropriate.
Minimum Required Qualifications
Education, Training and Experience:
- High School Diploma, preferred college degree;
- Two years plus years successfully working in an administrative assistant position with a focus on delivering outstanding customer service, and an accurate work product.
Knowledge, Ability and Skill:
Knowledge: working knowledge of the Parks, Recreation & Senior Service Department. Knowledge of how to provide responsive customer service, working knowledge of office procedures, practices, and terminology, working knowledge of database management, proficient in Word, Outlook, Excel, Publisher, Adobe, PowerPoint and other word processing and software applications.
Ability: Ability to communicate effectively with the public and co-workers. Ability to remain alert, attentive and responsible. Ability to attend scheduled departmental meetings, in-service training and mandatory town staff trainings. Ability to be proactive in selling programs to others, ability to follow written and oral instructions; ability to work as a team with other employees. Ability to adhere to all Town of Branford policies. Ability to multitask, assist others as needed to promote a team effort to serve the public and ability to acquire knowledge of the town’s geography as it pertains to departmental facilities and public town facilities for recreation use.
Skill: Good verbal communication skills; aptitude for working with the public and staff members; aptitude with working with paperwork and details; skills in using mention equipment and computer skills; skills in serving the public and providing good customer service; aptitude with working with and explaining programs, special events, and departmental policies to the public; aptitude with working with families and children. Good listening skills.
Job Environment:
Administrative work is performed in a moderately noisy office with regular interruptions during the day for phone calls and walk-in participants.
Requires the operation of telephones, computers, copiers, laminators, and other standard office equipment.
Makes frequent and periodic contact with children, parents, families and town employees. Communication is frequently in person, email, or telephone. Contacts require a high level of courtesy and patience.
Errors could result in delays in services, potential liability, or monetary loss.
(This job description does not constitute an employment agreement between the employer and employee. It is used as a guide for personnel actions and is subject to change by the employer as the needs of the employer and requirements of the job change.)
19 hours per week
Salary : $22