Administrative Assistant - Parks and Recreation

Under 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. 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 Contacts applicants for youth activity programs and/or events Contacts sports officials to work/officiate games and events when requested Notifies coaches/officials when events are cancelled and/or delayed Tracks coaching services/sports program registrations as requested, orders shirts/uniforms for program/special event participants as requested Composes/prepares participant and coaching certificates as requested, updates program information such as the sports hot line Monitors budgeting spending, researches/prepares data for budget preparation, assists with writing budget justification Monitors individual program expenditures and maintains records/balances accounts Opens purchase orders to pay officials, timers, scorekeepers, umpires, etc Prepares fiscal documentation to be signed by Director in order to pay for supplies, equipment, etc Collects returned checks from Parks & Recreation Department Prepares bid sheets/packets, attends bid openings/receives money for bid packets Summarizes reports of department operations/fiscal activity, Utilizes personal computer to prepare memos, invoices, and other documentation Communicates department policy to elected officials/staff; contacts staff in field by using cell phone as required Prepares routine correspondence, schedules meetings/appointments for Director Prepares various reports relating to department activities Maintains files and confidential documents, updates personnel roster Types resolutions and memo’s, ordinances, encumbrances, purchase orders, and other department documentation Attends meetings/takes minutes, sends out meeting notices, minutes, and other printed material to boards/commissions Types department mailings, rosters, name tags, etc Answers telephone/directs caller to proper staff member and/or answers questions and handles complaints Coordinates 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 keys Assists with special projects: keeps Director informed Receives, 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/lunch Maintains department files/records, maintains inventory of general office supplies and order more when needed Contacts vendors to obtain information on equipment needs Attends training and in-service Responsible for development of City brochure Remains informed of current developments and procedures pertinent to duties Participates in staff development activities and services review procedures Attends staff meetings and supervisory conferencesPetit Meets all job safety requirements and all applicable OSHA safety standards that pertain to essential functions Demonstrates regular and predictable attendance Performs other related duties as assigned High school diploma or three (3) years experience in office practices and procedures Two (2) courses or twenty four (24) months experience with Microsoft office software or equivalent training or experience Knowledge of: Bookkeeping, inventory control, budgeting Department policies and procedures, public relations, community resources and services Office practices and procedures English grammar and spelling Records management, office management, local geographical area Skill in: Typing, excel and/or all Microsoft office software, word processing Use of modern office equipment (e.g., personal computer, printer, fax) Ability to: Deal with problems involving several variables within familiar context Calculate fractions, decimals, and percentages Prepare accurate documentation, compile and prepare reports Respond to routine inquiries from public and/or officials Extremely efficient in all forms of interpersonal communication Understand a variety of written and/or verbal communications Gather, collate, and classify information Cooperate with co-workers on group projects along with other departments within the city Answer routine telephone inquiries Handle sensitive inquiries from and contacts with officials and general public Develop and maintain effective working relationships Resolve complaints Working Conditions: Work is performed in a normal office environment. #J-18808-Ljbffr City of Reynoldsburg