On-Call program Assistant Community Events

Program Assistant

The program assistant supports and assists with programs, facilities, services, and events within Parks and Community Services (PCS) and serves as a primary customer service agent.

This assignment is for a seasonal, ongoing, non-benefited on-call program assistant, to support year-round community building events including Lunar New Year, Dia de Los Muertos, Outdoor Summer Movie Series, Celebrate Kirkland July 4th Parade, Harvest Festival, and many other events hosted by PCS, plus the LED screen rental program. This position is anticipated to begin in February and be ongoing with hours varying, usually 15- 40 hours per week depending on need and is not to exceed 1040 hours per year. Most work will be done Monday-Friday at Kirkland City Hall, with occasional weekend or evening shifts primarily for events. The on-call program assistant must be available to work July 4 and the days immediately preceding and following the holiday.

The ideal candidate possesses a strong work ethic, the capacity to prioritize tasks and work on a variety of projects with competing deadlines. Candidates should have the ability to be adaptable to new situations, ideas, and challenges and must be able to take initiative and work proactively. Must be self-motivated and work well as part of a supportive team.

This position will work closely with the Community Building Events team to help plan and carry out multiple events. Primary tasks include purchasing, vendor and parade entry support, volunteer recruitment and record keeping, marketing and outreach support, LED screen operation and other administrative functions.

The on-call program assistant is the primary contact for vendors, contractors, and volunteers to ensure logistical needs as well as contract terms and conditions are met.

The program assistant also serves as the on-site liaison for several events, facilitating the delivery and set-up of event equipment such as tables, chairs, pop-up canopies, marketing materials, audio-visual equipment and other supplies.

Job open until filled. Priority consideration will be given to candidates who apply before Wednesday, May 6.

This is the entry-level classification in the Parks and Community Services (PCS) program series. The incumbent follows routine procedures and guidelines in the application of prescribed duties and works under close supervision with work frequently reviewed by a superior. This classification is distinguished from the Program Coordinator in that the latter performs more complex technical duties and responsible program coordination requiring a higher level of knowledge and skill.

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following :

• Provides information and responds to inquiries. Staffs front office and provides customer service to participants, staff, and the general public.
• Performs registration procedures to include: enrolling in classes, accepting and receipting payments, maintaining wait lists, performing transfers, issuing class adjustments, program scholarships, compiling daily system totals and reconciliation for daily receipts of cash, check and credit card payments.
• Maintains and organizes supplies and equipment, purchases, and inventory materials, reconciles payments, p-card statements, contracts and billing.
• Responsible for facility rentals, including calculating and processing payments, deposits, refunds, scheduling and overseeing rental staff.
• Assists with data collection, reports, recordkeeping, expense, and revenue tracking, evaluating programs, new participant outreach, and quality assurance.
• Provides administrative support for Munis, TRIM, AdobeSign, Lucity, and similar programs including creating, entering, and processing contracts and agreements.
• Coordinates training and scheduling of staff, volunteers, and interns; provides emergency backup staffing as needed.
• Creates and maintains instructor contracts and enters into the City's record management software. Coordinates the processing of contracts.
• Assists with the organization and production of department events (i.e. Green Kirkland Program, community building events, etc.).
• Assists with publicizing and promoting programs, program brochure preparation, and maintaining City webpages.
• Inventories, purchases, maintains, and organizes program supplies and equipment.

Peripheral duties include performing functions as assigned in the City's emergency response plan in the event of an emergency.

Must have strong oral and written communication skills, the ability to work effectively with the staff, volunteers, and the public, and manage multiple tasks. Ability to communicate clearly both verbally and in writing, in person and on the telephone. Computer skills, e.g. Microsoft Office, fax, copy machine, calculator, and multi-line telephone system. Knowledge of registration software preferred. Knowledge of basic office procedures. Skilled in Microsoft Word, Excel and Publisher software. Knowledge of basic mathematics and bookkeeping principles. Skilled in receiving and receipting payments. Knowledge of customer service practices. Experience working with volunteers and the public. Flexibility; gets along with people of all ages and abilities, adapts to changing work assignments.

Minimum qualifications include: High School Graduate or G.E.D. 2 years of customer service. 1 year administrative support experience working in recreation, environmental, social, leisure, or education services. 6 months of experience working with volunteers, youth, or older adults. Licenses and other requirements include: Must possess a valid Washington State driver's license. Must possess or obtain CPR/First Aid certification within 6 months of hire. 2 years of cashiering or bookkeeping experience preferred.

Work is performed primarily in an office or community center setting and outdoors. Must be able to sit or stand for long periods of time. At times work will be a combination of indoor office environment and outdoors in all types of weather conditions. May be required to work nights, weekends, and holidays. Must be able to lift and carry 50 pounds.

Selection process includes submitting a cover letter (letter of interest), resume, and responses to the supplemental questions. In your cover letter, please note how you meet the minimum qualifications. Applicants who are selected for next steps in the hiring process will be invited by phone or email. Job open until filled.