Administrative Assistant

Administrative AssistantUnder the direction of the Parks and Recreation Director. Performs a variety of administrative tasks in order to assist the Department Director with the efficient operation of youth/adult sports activities and other Department programs.Examples of DutiesPerforms a variety of administrative tasks in order to assist the Department Director with the efficient operation of youth/adult sports activities and other Department programsContacts applicants for youth activity programs and/or eventsContacts sports officials to work/officiate games and events when requestedNotifies coaches/officials when events are cancelled and/or delayedTracks coaching services/sports program registrations as requested, orders shirts/uniforms for program/special event participants as requestedComposes/prepares participant and coaching certificates as requested, updates program information such as the sports hot lineMonitors budgeting spending, researches/prepares data for budget preparation, assists with writing budget justificationMonitors individual program expenditures and maintains records/balances accountsOpens purchase orders to pay officials, timers, scorekeepers, umpires, etcPrepares fiscal documentation to be signed by Director in order to pay for supplies, equipment, etcCollects returned checks from Parks & Recreation DepartmentPrepares bid sheets/packets, attends bid openings/receives money for bid packetsSummarizes reports of department operations/fiscal activity,Utilizes personal computer to prepare memos, invoices, and other documentationCommunicates department policy to elected officials/staff; contacts staff in field by using cell phone as requiredPrepares routine correspondence, schedules meetings/appointments for DirectorPrepares various reports relating to department activitiesMaintains files and confidential documents, updates personnel rosterTypes resolutions and memo's, ordinances, encumbrances, purchase orders, and other department documentationAttends meetings/takes minutes, sends out meeting notices, minutes, and other printed material to boards/commissionsTypes department mailings, rosters, name tags, etcAnswers telephone/directs caller to proper staff member and/or answers questions and handles complaintsCoordinates acquisition and maintenance of office equipment,Uses appropriate machine(s) to copy various documents (e.g., schedules, newsletters, mailing labels, public notices)Tracks distribution of various department keysAssists with special projects: keeps Director informedReceives, opens, stamps in, distributes mail, operates postage meter to send mail, answers telephone/screens calls, meets/directs visitors, fills in for municipal building receptionist during break/lunchMaintains department files/records, maintains inventory of general office supplies and order more when neededContacts vendors to obtain information on equipment needsAttends training and in-serviceResponsible for development of City brochureRemains informed of current developments and procedures pertinent to dutiesParticipates in staff development activities and services review proceduresAttends staff meetings and supervisory conferencesMeets all job safety requirements and all applicable OSHA safety standards that pertain to essential functionsDemonstrates regular and predictable attendancePerforms other related duties as assignedTypical QualificationsHigh school diploma or three (3) years experience in office practices and proceduresTwo (2) courses or twenty four (24) months experience with Microsoft office software or equivalent training or experienceSupplemental InformationKnowledge of:Bookkeeping, inventory control, budgetingDepartment policies and procedures, public relations, community resources and servicesOffice practices and proceduresEnglish grammar and spellingRecords management, office management, local geographical areaSkill in:Typing, excel and/or all Microsoft office software, word processingUse of modern office equipment (e.g., personal computer, printer, fax)Ability to:Deal with problems involving several variables within familiar contextCalculate fractions, decimals, and percentagesPrepare accurate documentation, compile and prepare reportsRespond to routine inquiries from public and/or officialsExtremely efficient in all forms of interpersonal communicationUnderstand a variety of written and/or verbal communicationsGather, collate, and classify informationCooperate with co-workers on group projects along with other departments within the cityAnswer routine telephone inquiriesHandle sensitive inquiries from and contacts with officials and general publicDevelop and maintain effective working relationshipsResolve complaintsWorking Conditions:Work is performed in a normal office environment.BenefitsWe offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, health saving accounts, educational assistance, life insurance, short and long-term disability, 13 holidays, 1 personal day, vacation, and sick leave.