Administrative Assistant II

Administrative Assistant II 34-hour work week, full-time pay, real work-life balance. Schedule: Monday through Thursday 7:30am to 4:30pm and occasional evening meetings. The Administrative Assistant II position is a full-time, advanced-level office support position. Work is performed under the administrative direction of the Parks & Recreation Director, to serve as an assistant to the Parks & Recreation Director; to assist in the coordination of office staff, ensuring the efficient operation of the Parks and Recreation Department office; to perform a variety of complex administrative support work; to provide information regarding the programs policies, and department procedures to the public and other City staff; and assist in training Parks and Recreation staff and volunteers; and to perform related work as required. Performs administrative and clerical work including but not limited to, managing calendars, preparing emails, letters, forms, agendas, reports, contracts and other department documents. Organizes office operations and procedures in order to maintain efficiency in the delivery of department services. Acts as records management coordinator and maintains official department files and an efficient filing and tracking system for documents and databases in accordance with City procedures. Provides clerical support to the Director for the Parks & Recreation Commission, Historical Commission and City Council meetings. Answers, screens and directs calls and public inquiries and serves as the primary contact for Parks and Recreation information. Compiles, develops and analyzes internal and external reports and studies as directed by the Director. Performs bookkeeping and financial recordkeeping, including deposits, receipts, payments, reconciliations, billing, and purchasing documents. Administers recreation management software and related systems for program registration and other department functions, and assists with party/skate reservations, rentals, and program registrations. Assists with maintaining and updating the Parks and Recreation web site information. Processes timecards and assists with payroll-related documentation as assigned. Coordinates and dispatches for transit services and assists with transit scheduling processes as assigned. Performs related work and errands as assigned. Safe work practices Must be computer literate and proficient in Microsoft Office programs including Word, Excel, and Outlook. Must have considerable knowledge of modern office practices and procedures. Must be fluent in the English language and usage, including grammar, spelling, punctuation and vocabulary. Ability to communicate in Spanish is a plus. Must maintain confidentiality regarding personnel matters, financial information, customer records, and other sensitive department information. Make mathematical calculations quickly and accurately. Follow oral and written directions. Communicate effectively with others, both orally and in writing, using both technical and non-technical language. Deal professionally and courteously with the public and other staff when explaining the functions and policies of the Parks & Recreation Department. Prepare and present accurate and reliable reports containing findings and recommendations. Use logical thinking and creative thought processes to develop solutions according to written directions or oral instructions. Perform a wide variety of duties and responsibilities with accuracy and speed under pressure of deadlines and changing priorities. Quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology. Physical Demands The work is light work which requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. Talking: Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, to enable the employee to communicate effectively. Visual Acuity: Sufficient vision or other powers of observation, with or without reasonable accommodation, to enable the employee to review a wide variety of materials in electronic or hard copy form. Repetitive Motion: Sufficient manual dexterity, with or without reasonable accommodation, to enable the employee to operate a personal computer, telephone, and other related equipment. Mobility: Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, to enable the employee to safely lift, move, or maneuver whatever may be necessary to successfully perform the duties of their position. Hearing: Ability to accurately hear, understand, and interpret detailed spoken information in standard professional settings. Work Environment Work is typically light and performed in an office environment. High School diploma or GED required. Two (2) or more years of increasingly responsible experience performing administrative and clerical work in a public agency or a related field. Any combination of training and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the requisite knowledge and abilities would be two (2) years of office administrative experience. Must possess a valid California Driver's License and maintain throughout employment. If required, incumbent will participate in the DMV "Pull Program". Must be 18 years of age.