Executive Administrative Assistant

Executive Administrative Assistant

Performs essential administrative duties to support the ongoing operations of the Parks & Recreation Department. Acts as the front-line contact for the department with all citizens, clients, and city employees. Assists with preparing and monitors annual Parks & Recreation budget.

Essential Duties and Responsibilities

• Greets, handles & answers telephone inquiries, complaints and drop in visitors for the department.
• Assist director in the annual preparation of the department's budget.
• Monitor and handle all revenue and expenditure for the department throughout the fiscal year.
• Prepares daily bank deposits and reports.
• Maintains, assist & handles necessary paperwork for procurement and payment of goods and services for the administration & recreation divisions.
• Maintains CivicRec computer software and trains staff on program usage.
• Conducts preliminary duties associated with registration for City sponsored activities and events through the CivicRec registration software. Performs preliminary duties associated with each user group utilizing city facilities for programming, such as invoicing and collection of fees.
• Handles facility reservations (shelters, gazebos, and ball fields), keeping records up-to-date, and coordinating with park maintenance staff for weekly reservation posting.
• Obtains, prepares & maintains paperwork on all full-time, part-time, and seasonal/temporary personnel employed by the Parks department and submits all necessary paperwork to Human Resources.
• Assists in preparation of Resolutions and Ordinances for the department.
• Posts meeting notices, takes minutes for meetings of the Park Board and other meetings as needed.
• Assists supervisors with coordinating and scheduling various activities and programs supported by the Parks department.
• Trains all front-line department personnel in daily activities and procedures for the city.

Other Duties and Responsibilities

• Composes, handles routine correspondence for the Director and other department personnel.
• Maintains copies and computer files of incoming and outgoing correspondence.
• Compiles, enters & submits payroll for Parks & Recreation department employees.
• Assists supervisors with outside events and activities as needed.
• Administers the department annual ticket consignment program.
• Performs administrative duties for the Friends of the Park Board.
• Performs all other related duties as assigned.

Employee Behavior and Conduct

City employees shall conduct themselves in a professional manner and shall exhibit and extend such professional conduct appropriate for the circumstances to those with whom they come into contact both internally and externally during the performance of their duties. Examples of professional conduct include, but are not limited to, being communicative, informative, fair, honest, and respectful.

Required (Essential) Knowledge, Skills and Abilities

• Skills in computer related office application programs, filing, accounting, recordkeeping, and communication.
• Knowledge of general sports/activities or ability to learn.
• Knowledge of general accounting practices and ability to obtain a basic knowledge of the functions of all City departments.
• Ability to communicate effectively both orally and in writing and interact with the general public on a daily basis.
• Ability to learn and train employees on use of CivicRec software.
• Ability to operate all standard office equipment including but not limited to computer, copy machine, scanner, projector, and calculator.
• Ability to continue education and training on office software, equipment, and general office practices to keep up with current programs.
• Ability to work flexible hours including evenings, weekends, and holidays.
• Three or more years of prior work-related experience.
• Valid driver's license required.

Material and Equipment Directly Used

Use of computer and all related software application programs. Use of a variety of related office equipment such as copy machine, fax, scanner, calculator, and telephone system. There may be times when use of personal vehicle may be required.

Working Conditions/Physical Requirements

Work is performed in an office setting with a controlled environment. Will be required to work outdoors at various events/programs on a seasonal basis, where conditions can vary from extreme heat and cold with dust, dirt, snow, ice, and noise, while standing, bending, lifting and other physical activities. Seldom need to lift more than 10 to 20 pounds. Some overnight or day travel may be required for business purposes. Vacation and other leave scheduling shall be requested of and approved by the appropriate supervisor.

Education

High school diploma or equivalent required. Associates degree in business, accounting or office technology is preferred. All applicants must pass a drug screening and criminal background check prior to employment. Any job offer made by the City is contingent upon the applicant passing the drug screening and background check.

An Equal Opportunity Employer

The City is a governmental entity subject to Section 504 of the Rehabilitation Act of 1973, which requires that otherwise qualified handicapped individuals be protected from discrimination.