Administrative Assistant I - Parks and Recreation

Job Title: ADMINISTRATIVE ASSISTANT I Department: Parks & Recreation Reports To: Director of Parks and Recreation Directs Work Of: NA FLSA Status: Non-Exempt Effective Date(s): 2011;2015; PG 1/1/2019, 1/22/2026 EEO-4 Classification: Administrative Support Normal Work Hours: Full-time Normal Work Days: Mon - Friday Education/Experience: Must possess at least a high school diploma/GED and have a working knowledge of Outlook, Microsoft Office, Adobe and other clerical programs. Experience with social media management and content creation, as well as web content management with WordPress, and working knowledge of Canva is preferred. Position Summary: Provides routine administrative support to the Parks Director and assists with supporting department programs and services by performing the following duties: Essential Duties and Responsibilities: Assist Administrative Assistant II with providing routine bookkeeping and collections services to include: collecting and recording sales and payments, paying bills, preparing and reporting daily deposits, creating and processing purchase orders, processing claims, invoicing and other related tasks. Generates and mails collection letters; Contacts vendors concerning invoice and payment discrepancies. Maintain vendor records for payment processing. Assist with maintaining Jeff Parks' website by updating and auditing content. Work with Parks managers to create reels and other engaging social media posts to promote programming, parks, and facilities. Answer the department's telephone, receive and direct visitors, assist employees and record public complaints. Direct the appropriate staff member to resolve the issue. Process and distribute incoming and outgoing mail. Assist customers with making reservations for parks and facilities. Communicate Park maintenance needs to maintenance staff. Maintain the master calendar for the facilities, parks, activities, and events. Assist with duties for Special Events Committee, which include creating and maintaining event files, collecting permit fees, reviewing insurance policies and security contracts. Attend designated board meetings, record meeting minutes and distribute meeting packets for the Board members. These essential job functions are not intended to constitute a complete statement of all duties performed. Employees will be required to perform other job-related duties as required. Competencies: To perform the job successfully, an individual should demonstrate the following competencies: Quality & Quantity- Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Monitors own work to ensure quality. Completes work in a timely manner; Strives to increase productivity; Works quickly. Communication - Speaks clearly and persuasively in positive or negative situations; communicates effectively with customers, employees, vendors, City Officials and members of the public. Writes clear and informative reports, memos, letters and related business documents. Adaptability - Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. Professionalism - Maintains confidentiality; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. Dependability - Follows instructions, responds to management direction; Works independently. Completes tasks on time or notifies the appropriate person with an alternate plan. Is consistently at work and on-time. Readily assists/volunteers to assist co-workers. Qualifications: To perform this job successfully, an individual must satisfactorily perform each essential duty. The requirements listed below represent the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience - Must possess at least a high school diploma/GED and have a working knowledge of Outlook, Microsoft Office, Adobe and other clerical programs. Experience with social media management and content creation, as well as web content management with WordPress, and working knowledge of Canva preferred. An equivalent combination of education, skills, and experience may be considered. Computer Skills To perform this job successfully, an individual should have thorough knowledge of Outlook, Microsoft Office, Adobe and other clerical programs. Should also be familiar with web-based social media platforms, including WordPress and Canva. Other Skills and Abilities Operate common office equipment, telephone, PC, calculator, copy machines, printers, faxes etc. Physical Demands: The physical demands described here are representative of those required of an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing this work, the employee requires the ability to sit for long periods of time throughout the workday; manual dexterity and vision sufficient to operate computer systems for long periods of time without experiencing abnormal hand, wrist or eyestrain and hearing and speech sufficient to understand and clearly communicate in conversations, both in person and on the telephone. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Working conditions in the office are clean, well-lit, and free from extreme temperatures and humidity. The noise level in the work environment is usually quiet. ,

Apply Now