Administrative Assistant

Job Summary:

Assists the Administrative Coordinator by providing essential clerical and customer service support to the department, serving as the first point of contact for visitors and callers. Responsibilities include answering phones, scheduling appointments, processing park permits, maintaining records, and assisting with administrative tasks. The role requires strong communication skills, attention to detail, and the ability to multitask while ensuring smooth office operations.

Essential Functions and Responsibilities:

Customer Service & Reception: Greet visitors, answer phone calls, and respond to inquiries about park services, events, and programs. Provide general information and direct inquiries to the appropriate department staff as needed.

Scheduling & Coordination: Assist with scheduling park facilities, events, and meetings, and coordinate reservations or permit requests. Maintain and update calendars for park facilities and staff.

Administrative Support: Manage office supplies, assist with filing and record-keeping. Prepare reports, correspondence, and forms for department use.

Permit Processing & Documentation: Process park permits and related documents, ensuring that all necessary paperwork is completed and accurate. Maintain records of park usage, reservations, and event details.

Financial Assistance: Assist with processing payments for park fees, event reservations, and other transactions.

Support for Department Staff: Provide administrative support to park staff, including assisting with scheduling, meeting preparation, and special projects.

General Office Management: Keep the front office organized, manage incoming and outgoing mail, and assist with maintaining office systems and procedures to ensure efficient operations.

Assisting with Special Events: Support the planning and coordination of special events, community outreach activities, and park programming.

Other Duties as Assigned: Perform additional tasks or projects as required to support the smooth functioning of the parks department.

Minimum Qualifications Required:

Education and Experience:

High school education, GED or equivalent.

Previous office experience.

Any equivalent combination of education and experience, which provides the minimum level of qualifications, stated above.

 
Licenses and Certifications:

Valid Class C driver’s license and a satisfactory Motor Vehicle Record (MVR).

Knowledge, Skills, and Abilities

Knowledge:

Office Procedures & Practices: Familiarity with standard office equipment, filing systems, and clerical processes.

Customer Service Principles: Understanding of how to interact with the public professionally and courteously.

Park and Recreation Programs: Knowledge of the services, programs, and policies of the parks department, including park reservations, events, and permits.

Basic Financial Procedures: Understanding of handling payments, invoicing, and financial record-keeping.

Skills:

Communication: Strong verbal and written communication skills for interacting with the public, staff, and external organizations.

Customer Service: Ability to provide excellent service, resolving inquiries or concerns with professionalism and courtesy.

Multitasking & Time Management: Ability to prioritize tasks effectively, manage multiple responsibilities, and meet deadlines.

Organization: Strong organizational skills to manage schedules, files, and office systems efficiently.

Technology Proficiency: Competence in using office software.

Problem-Solving: Ability to troubleshoot issues and respond to unexpected situations in a calm and efficient manner.

Abilities:

Attention to Detail: Ability to maintain accurate records, process forms correctly, and spot discrepancies in paperwork or scheduling.

Teamwork: Ability to work effectively with colleagues and department staff to support park operations.

Adaptability: Ability to handle changes in priorities, department needs, or unexpected tasks with flexibility.

Confidentiality: Ability to handle sensitive or confidential information with discretion and professionalism.

Public Relations: Ability to build positive relationships with the public, fostering a welcoming and approachable environment.

ADA Minimum Qualifications

Physical Ability: Tasks require the ability to exert physical effort in light to moderate work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light to moderate weight (25-50 pounds). Duties include the ability to operate a personal computer, cash register, and commercial motor vehicle.

Sensory Requirements: Tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed with exposure to adverse environmental conditions including weather. Tasks may involve substances that require special handling.

This class specification should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification.