Administrative Assistant

Administrative AssistantThe Parks & Recreation Administrative Assistant performs routine and complex secretarial and administrative duties and related work as apparent or assigned. Maintains records and manages functions as designated by his/her supervisor. The nature of this position is such that the employee has considerable independence in performing routine work, giving information, and related duties.Essential Job Duties/Work PerformedProvide administrative support to the department.Scribe minutes for meetings that include but not limited to Staff meetings, Park Board, Tree Board, Arts Council, and Park Foundation. Type, compose, and distribute correspondence, news releases and other material.Greet the public as they present to the park office, answer incoming calls, emails, etc. Provide and distribute information as required.Process revenue invoices and receipts.Maintain the department's annual budget revenue and expenditure history, utilizing spreadsheets and budget software.Maintain bookkeeping system for the various transactions of the department and file for all divisions of the department including personnel files.Create monthly and annual reports for the various Boards and City Council.Prepare agenda items and packet information for the various Boards, Foundations, and City Council meetings.Maintain inventory of office supplies and other operational materials.Aid in swimming lessons and recreation activity registrations, provide support with community gardens and farmers' market.Reserve meeting space for facilities and take reservations with payment as necessary.Maintain and update the department's facility rental and event calendar.Responsible for financial tasks including receiving payments from registration fees, ticket sales, park pavilion reservations and facility rentals. Manage outstanding balances by reviewing and collecting unpaid invoices entered by staff in RecDesk.Research grant opportunities.Create and update promotional materials for the department including, but not limited to, informational handouts, and annual program guide.Review Park, Recreation and Cemetery polices for routine and necessary revisions.Collaborate and support other City departments.Assist with park events and programs as required.Attend necessary training as defined by the Parks & Recreation Director and HR department.Provide oversight and direction to other clerical personnel.Required Knowledge, Abilities and SkillsPossess extensive knowledge of business English, including grammar, punctuation, spelling, and basic arithmetic.Possess general knowledge of City, departmental programs, procedures, policies and terminology with the ability to read and understand detailed policies, procedures, ordinances, resolutions, and grant applications.Possess general knowledge of deeds and legal descriptions of property.Knowledge of computers, software, and other office equipment. Proficient in Microsoft Office Suite.Ability to make minor decisions in accordance with established laws, rules and regulations.Ability to maintain clerical records and prepare accurate reports as required.Ability to prepare effective correspondence on routine matters and perform some office management duties without supervision.Ability to scribe meeting minutes.Ability to understand and implement oral and written instructions.Ability to establish and maintain effective working relationships with fellow employees and the general public.Ability to multitask and prioritize workload and responsibilities.Essential FunctionsAbility to read, write, speak and understand English to effectively communicate with citizens and employees by telephone, two-way radio, in written form and face-to-face.Ability to operate telephone, computer keyboard, calculator, switchboard, typewriter, photocopier and similar electronic and manual office equipment.Ability to type at a minimum speed of 60 words per minute.Ability to sit for long periods of time for typing and computer work.Frequent exertion of up to 10 pounds of force with occasional heavy lifting requirements up to 50 pounds.Duties may involve speaking and hearing, fine finger dexterity, walking and repetitive motions such as standing, stooping, kneeling, crouching, crawling, reaching, pushing, pulling, and lifting. Effective vocal communication is needed to convey information and detailed instructions, and adequate hearing is required to perceive normal speech and received detailed information.Must not pose a direct threat to the safety of other individuals in the workplace or to citizens encountered during work.QualificationsPossess a high school diploma or GED. Supplemental college course work preferred.Possess 3 - 5 years of administrative experience, or an equivalent combination of education, training, and experience that provides the necessary knowledge, skills and abilities for the position.Working ConditionsWork will primarily be performed in an office setting with a standard work week of Monday - Friday, 7am - 4 pm.The work is primarily sedentary, involving sitting 95% of the time, standing and walking 5% of the time.Occasionally may need to perform duties outdoors.May be required to work overtime based on workload demands.Required Background ChecksCriminal Background CheckRegistered Sex Offender Registry CheckDriving Record