Parks Marketing Administrative Assistant II

Job Title

Under general direction of the assigned Director, independently performs a variety of complex administrative and technical duties to support goals of the Department, the Director, and the Management Team. Provides excellent customer service as liaison with other City staff and the general public. Participates in the development and administration of department policies and procedures. Prepares various administrative reports and coordinates special projects as assigned.

Essential Job Functions and Responsibilities

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and may not necessarily convey the qualifications of incumbents within the position.

• Performs a wide variety of complex and responsible duties to assigned department. Provides administrative/clerical support including follow-up on division assignments and activities, transmitting information, maintaining calendars, travel and meeting arrangements, keeping informed of pertinent issues and activities.
• Provides assistance to internal and external customers in researching and answering complaints and in resolving operational and administrative problems within assigned areas of responsibility. Screens assigned calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information; research information related to City regulations and office policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances; sorts and distributes mail.
• Monitors and maintains inventory of department small equipment, furnishings and office supplies. Arranges for repair of equipment and keeps reference/resource information up to date.
• Types, word processes, and proofreads a wide variety of reports, letters, memoranda, correspondence, and statistical charts, types from rough draft or verbal instruction; independently composes correspondence and reports related to assigned area of responsibility.
• Maintains accurate and up-to-date files and records for assigned areas; develops and monitors various logs, and files for current and accurate information; develops, organizes, and maintains filing systems.
• Operates a variety of office equipment including but not limited to computer, copiers, fax machine, scanner, calculator and digital camera.
• Performs other related duties as assigned by immediate supervisor.
When Assigned to Recreation, Parks and Cultural Services - Marketing
• Reports to: Senior Operations Manager.
• Responsible for coordinating and maintaining updated messaging regarding the Department of Recreation, Parks, and Cultural Services on all media platforms, including print, social and web, as well as coordinating the bi-annual activity guidebooks for the Department
• Collaborates with Department Divisions to create marketing goals, strategies, and campaigns for each Division's unique business needs including, but not limited to class/program registration, special events, facility milestones, Department-wide projects and initiatives, and general community engagement/awareness.
• Designs print and digital materials including brochures, catalogs, advertisements, banners, and signage using a design platform (Adobe Suite, Canva, InDesign, etc.), and coordinates the production and delivery of all materials.
• Serves as the coordinator for the Department's bi-annual Activity Guide and coordinates inter-division collaboration, vendor sourcing and management, art direction, and content strategy.
• Generates, edits, publishes, and shares content (original text, images, video, or HTML) via the Department's social media channels
• Engages, monitors, and responds to the community across all social platforms. Brings all urgent/critical responses to the attention of the Department's leadership team in a timely fashion.
• Manages seasonal photo shoots with photographers for all Department programs for use in marketing materials.
• Develops, organizes, and archives Department photo collection.
• Maintains updated Department website pages, ensuring updated information, photos, and documents.
• Attends Department events for photography, videography, and social media coverage.
• Attends team meetings, trainings, and other key events.
• Performs related duties as required or assigned.

Knowledge, Skills & Abilities Required

Knowledge of :

• Modern office procedures, methods, and equipment including proficiency with personal computers and Microsoft Office.
• Principles and practices of fiscal, statistical and administrative research and report preparation.
• Pertinent federal, state, and local laws, codes, and regulations.
• Principles and procedures of recordkeeping.
• Principles of business letter writing and basic report preparation.
• Methods and techniques of public relations.
• Mathematical principles.
• Basic principles and practices of budget preparation and administration.
• English usage, spelling, grammar, and punctuation.

Ability to:

• Perform a full range of advanced clerical and routine administrative work of a general or specialized nature involving the use of independent judgment and personal initiative.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Understand, interpret, and apply general and specific administrative and departmental policies and procedures.
• Effectively represent the City to outside individuals and agencies.
• Research, compile, analyze, and interpret data.
• Participate in the preparation of a variety of administrative and financial reports.
• Prepare correspondence, memoranda and presentations.
• Implement and maintain standard filing systems.
• Type at a speed necessary for successful job performance and as deemed appropriate by the department.
• Operate and use modern office equipment including a computer and various software packages.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Exercise good judgment in maintaining critical and sensitive information, records, and reports.
• Demonstrate an awareness and appreciation of the cultural diversity of the community.
• Work independently as well as in a team environment.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Demonstrate awareness and appreciation of the diversity of the workforce and community, in all its forms.

Minimum Qualifications

Combination of education and experience sufficient to successfully perform the essential functions of the job qualifies. Required:

• High school diploma or GED equivalency; additional specialized course work in secretarial science, office practices, or a related field is desirable.
• Four years of progressively responsible administrative and clerical experience preferably in an area related to the department's function.
• Possession of a valid Georgia Class C driver's license

Physical Demands

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting and operate office equipment. Continuous sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils. Frequent side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. from below waist to above shoulders and transporting distances up to 50 yards. Occasional squatting, kneeling, and reaching above and at shoulder height; moderate grasping to manipulate reference books and manuals; lifting objects weighing 20-35 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.

Hearing: Hear in the normal audio range with or without correction.

Supplemental Information

The City of Alpharetta is an Equal Employment Opportunity (EEO) employer. All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability or any other