Administrative Specialist

This position provides administrative clerical support to managers and supervisors in the Parks, Culture, and Recreation division. The nature of the work is often confidential and complex, and incumbents have significant discretion in prioritizing and performing their work. Other duties may be assigned as needed. Assists customers in the office and on the phone with class registration, facility rental permits, and miscellaneous financial transactions for the department. Processes accounts payables and receivables for approval, maintains budget expenditure reports and provides clerical support for annual budget preparation. Prepares daily deposits for program registrations and facility rentals; processes rental refund requests for facility rentals. Develops a variety of promotional materials for park and recreation events and schedules events and facilities. Maintains rental permits and calendars for public facilities. Oversees the work of seasonal, part-time staff and caretakers. Coordinates arrangements for meetings; reserves space, invites participants; prepares agenda for meetings; takes minutes of meetings; carries out follow-up procedures. Provides clerical support for department managers and supervisors. Represents the department or division in responding to inquiries and requests from the public, other agencies, and internal customers and exercises discretion in handling inquiries/requests/problems of a non-routine, more complex nature. Processes a variety of administrative documents, such as personnel training requests, information for retention in contract files, etc. Maintains selected departmental filing systems and files per legal requirements. Gathers, compiles, and prepares information, including statistical data, to create reports for use by city management staff and the city council. Provides assistance to clerical and customer service staff as needed. Experience One year of business office experience. One year of customer service experience. Experience with accounts payable and receivable preferred. Experience with visual communication software such as Canva, Microsoft Publisher, or FlipBook preferred. Education and Training High school diploma or GED. Licenses or Certificates Must possess, or have the ability to possess within one month of hire date, a Washington State Driver’s License. The physical demands and characteristics of the work environment described here are representative of those occurring in the performance of the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the essential functions of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must frequently lift up to 10 pounds; and occasionally lift and/or move 10 to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. This position works in an office, and the noise level in the work environment is usually low to moderate. This position description generally describes the principal functions of the position and the level of knowledge and skills typically required. It does not constitute an employment agreement between the employer and employee, and it is subject to change as the needs of the employer and the requirements of the job change. Teamsters union #J-18808-Ljbffr