Parks Administrative Assistant

Job Description

Job Description

Job Summary :

Performs clerical work for Parks and Recreation Department. Assists in operations of the Case Community Center and parks system. Records and transcribes meeting notes for official city meetings and functions. Reads, routes and files incoming mail and other correspondence. Answers telephone, schedules appointments and gives information to callers while routing calls to appropriate person. Compiles and types up statistical reports. Assists with special events. May occasionally work evenings. Record keeping and correspondence for Sand Springs Park Friends. 

 

Major Responsibilities :

• Receives and directs communications for Parks and Recreations Director and Recreation Manager.
• Maintains appointment schedule for Parks and Recreations Director and Recreation Manager
• Greets visitors and provides information, assistance, and guidance to citizens and other city employees inquiring about Parks related activities or programs.
• Assists with daily operations of the Case Community Center including ordering equipment, supplies and materials; receiving payments; scheduling rentals; maintaining community center memberships using specialized software.
• Types and prints various correspondence, agendas, minutes, reports, and documents for various board meetings.
• Answers multi-line telephone and direct callers to appropriate person.
• Assists Parks and Recreations Director in organizing all documentation needed and required for various projects.
• Inputs/retrieves data using computer, printer, scanner and fax machines.
• Prepares bi-weekly time sheets for all employees reporting to the Parks and Recreations Director
• Maintains filing system.
• Distributes incoming mail daily and prepare outgoing mail. 
• Enters purchase orders/invoices for supplies, equipment and projects.
• Schedules meetings including setup and tear down.
• Assists with all administrative duties for the Parks Department, including preparing contract documents and specifications for upcoming projects that are going out to bid. Enters purchase orders and pays invoices for current projects. Maintains pay files. 
• Maintains website updates for Parks related activities, events, schedules, etc.
• Assists Park Director in management of Sand Springs Park Friends 501C3 non- profit.
• Performs other duties as assigned, including assisting other departments as required.

 

 

 

Minimum Qualifications & Required Knowledge :

• Valid Class D Oklahoma Driver License
• High school diploma or equivalent
• One to two years’ experience in related field
• One to two years customer service and call handling experience

• Knowledge of relevant policies, regulations, and ordinances
• Knowledge of modern office equipment, practices, and procedures
• Knowledge of City and Department policies and procedures
• Knowledge of basic accounting and mathematics
• Knowledge of correct grammar and usage
• Skill in compiling data and preparing reports
• Skill in planning and organizing work independently
• Skill in establishing and maintaining files and records
• Skill in interpersonal relations
• Skill in oral and written communication
• Ability to prepare agendas and record minutes

Competitive Benefits Package

• 11 paid holidays per year
• 10 paid sick leave days per year
• 10 paid vacation leave days per year (increases with years of service – up to 20 days)
• 2 fitness facilities for employees
• Pension plan
• Longevity Pay
• Employee Assistance Program
• Short/Long Term Disability
• Basic Life & AD&D
• Employee-Only Base Dental (Employer pays a portion of Dental Family)
• 3 Healthcare Plans - Employer pays 75% of the base plan premium or the base plan equivalent for the other tiers
• Case Community Center membership
• Discounted fishing pass at Shell Lake
• Discounted golf at Canyons at Blackjack Ridge
• Utility discount for employees who live within the Sand Springs water district.
• Additional voluntary insurance options available; see our benefits page -Resources-Employment

The City of Sand Springs is and EEOE/Drugfree Workplace

We participate in e-verify