Administrative Secretary II (Park & Rec)

Job Title : Administrative Secretary II (Park & Rec)


Hours: (35) per week (Mon - Wed 8:30am - 4:30, Th 8:30am - 7:00pm, Fri 8:30am - 1:00pm)

Union Affiliation : White Collar


Starting Salary: Grade V, $30.49/hour

Function:

Under the direction of the Superintendent of Recreation, performs office administrative work that is confidential and responsible in nature. Develops and maintains records and filing systems for budgeting, purchasing and staff. Relieves manager of administrative, clerical and detailed work.

Typical Duties, Responsibilities, Tasks & Assignments :

• Plans and organizes such administrative work according to standard office procedure.
• Screens telephone calls, greets the public and provides information relating to the department as well as information pertaining to various town services and resources.
• Generates and tracks purchase orders and prepares invoices for payment for the Parks and Recreation Department in accordance with the Finance Department.
• Assists in the preparation of department's (Parks and Recreation) budget by compiling information and typing budget proposal.
• Types and transcribes routine correspondence and reports.
• Develops and maintains records and files using manual and computerized methods for the Parks and Recreation Department and prepares for shredding when appropriate, as well as handles all records disposal according to policy.
• Operates basic office equipment, including but not limited to, data processing, copying machine, calculators, fax machine and other equipment.
• Provides technical or regulatory information to the public and assists the public in completing registrations, including collecting and recording fees and understanding of policies.
• Schedules usage of outdoor recreational facilities, prepares facilities schedules, maintains facility agreements and Certificates of Insurance and collects fees as appropriate. Maintains open communication with Public Grounds Department, Police Department and Berlin Public Schools.
• Opens doors to building rooms at start of day and secures office at closing. Monitors activities in the fitness center, game room, hallways as needed.
• Monitors office equipment for maintenance and supplies.
• Runs RecTrac general ledger reports at end of day to balance program/facility registrations with funds collected. Keeps all funds in safe until deposited with Finance Department. Documents funds collected on Report of Daily Receipts in accordance with Finance Department.
• Maintains departments Facebook page and updates the Town website as needed.
• Prepares program flyers through Canvas, Publisher and other avenues.
• Performs other related duties as assigned.

Special Skills & Requirements :


The skills and knowledge required would generally be acquired with a high school diploma and four years of increasingly responsible office administrative work. Ability to acquire working knowledge of regulations and requirements of department activities. Ability to apply principles of office administration to solve practical problems. Ability to develop and maintain files and record systems. Ability to perform bookkeeping duties. Ability to collect and organize date and compose correspondence and reports. Ability to use computer, utilize

existing and new software systems. Ability to exercise initiative and good judgment. Ability to work effectively under pressure and be able to multi-task.

Job Environment:

Minimal physical effort generally required in performing duties under typical office conditions. The work requires some physical exertion such as standing, recurring stooping, walking, recurring lifting of moderately heavy items weighing less than 25 pounds. The work may require specific, but common physical characteristics and abilities such as mobility and dexterity.