Administrative Aide I

Opportunity

Under general direction of assigned supervisor, the Administrative Aide I performs a wide variety of general administrative duties for the Recreation and Parks Department. The Administrative Aide I position is an Individual Contributor role that provides courteous and efficient internal and external customer service. Their role supports the Recreation and Parks Department in delivering quality programs and maintaining efficient operations that enhance the community's recreational experience. Through their administrative and clerical expertise, they help ensure that Santa Maria residents can enjoy well-organized activities, accessible facilities, and a welcoming environment that promotes healthy, safe, and enjoyable participation for all. The Department of Recreation and Parks' mission is to enrich the lives of the residents of Santa Maria through quality recreation programs and services; and to provide safe and well-maintained facilities and parks, while anticipating the changing needs of the community. The department operates 234 acres of developed parkland in 28 neighborhood and community parks, part of the 1,774-acre Los Flores Ranch Park property, the Abel Maldonado Community Youth Center, and other community centers. The department provides programs in aquatics, youth and adult sports. It also manages the City's Urban Forest Program.

The ideal candidate for the Administrative Aide position is a highly reliable and courteous professional with a strong background in clerical support, office administration, and basic accounting functions. They possess experience in processing invoices, maintaining accurate records, and supporting day-to-day operational needs in a fast-paced environment. This individual demonstrates strong communication skills, follows instructions effectively, and works well both independently and as part of a team. A commitment to providing excellent customer service is essential, along with maintaining a positive and professional public image when interacting with staff, vendors, and the community.

Duties

These duties are a representative example; position assignments may vary depending on the business needs of the department and organization. This position:

• Acts as a receptionist at the Recreation and Parks public counter; screens calls and walk-ins; responds to inquiries and requests; provides status updates on facility rental permits, class registrations, event permits, and general event information.
• Accurately enters information into software systems such as ActiveNet and Workday.
• Accepts and processes payments.
• Updates and maintains electronic records.
• Handles administrative details in assigned area of responsibility.
• Provides basic research assistance in a variety of municipal administrative areas.
• Responds to general citizen inquiries and complaints.
• Provides information to departments and City employees on assigned program areas.
• Processes payments to vendors, suppliers, and contractors.
• Maintains audit records for grant-funded projects and prepare financial reports and grant claims for reimbursable expenditures.
• Provides records management for assigned program areas.
• Performs other related duties as assigned.
• Demonstrates punctual and reliable attendance.
• Scope of assigned area will depend on departmental structure and is at the discretion of the Director.
• Upholds the values of the organization and has strong customer service orientation.

Minimum Qualifications

• Ideally, 1 year of administrative experience and/or secretarial experience; and
• Graduation from high school or GED equivalent; and
• Must be at least 18 years of age.

Selection Process

Conditions of employment require completion of a background investigation to the satisfaction of the City. The incumbent must meet the physical requirements of the job class and have mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the duties to be performed. Reasonable accommodation(s) for an individual with a qualified disability will be considered on a case-by-case basis. The complete application packet will be evaluated and scored. Therefore, it is essential that you include all relevant skills, knowledge, experience, and education. An applicant's final ranking on the eligibility list will be determined by their submitted application materials. The Hiring Department will interview selected candidates from the eligibility list who best meet its needs. If you are experiencing any technical (computer-related) difficulties or need help with attaching documents to your application, call the NEOGOV helpline for assistance at View phone number on click.appcast.io.