Administrative Assistant I

DATE: 2-19-03

JOB TITLE: Administrative Assistant I
DEPARTMENT: Parks and Recreation
DIVISION: Administrative Office

IMMEDIATE SUPERVISOR: Director of Parks and Recreation

DIRECTION OF OTHERS: Seasonal and part-time staff

EDUCATION, TRAINING, AND EXPERIENCE REQUIRED: High School graduate, supplemented by at least two years of post graduate education with a minimum of four years office and computer experience, or equivalent combination of education and experience.

NATURE OF WORK: To provide administrative support and to facilitate communications for an extensive Parks and Recreation Department. To coordinate, manage, and implement administrative services to the parks, government buildings, and golf divisions. Also provides customer service for an extensive number of walk-in customers.

WORK PERFORMED/AREAS OF RESPONSIBILITIES:

  1. Provides administrative support for professional, seasonal, and volunteer staff which includes record keeping, supply ordering, and some bookkeeping. Provides administrative office guidance in providing public information and conducting public transactions.
  2. Supervises part-time administrative office staff. Participates in office staff selections.
  3. Performs record keeping and bookkeeping duties to assure fiscal andadministrative control of department activities and obligations.

A. Maintains fiscal, administrative and general records.
B. Prepares and enters payroll on computerized payroll system, maintains time keeping records for administrative, parks, government buildings, SeniorPlace and golf course personnnel.
C. Prepares and enters accounts payable on a computerized program.
D. Prepares billings and invoices.
E. Maintains an extensive key file for city owned buildings.
F. Involved in daily deposits and crediting to the proper accounts.
G. Assists in the formulation of the department budgeting and planning processes.

  1. Coordinates the hiring process for department personnel.

A. Assists aquatic program supervisor with planning and organizing of aquatics staff.
B. Maintains files on all part-time personnel.

V. Plans, designs, and produces promotional materials which includes the
quarterly brochure. Composes routine letters, reports, notices and memoranda.

VI. Attend meetings including the preparation of agenda and minutes for the Park
and Recreation Board and West Hills Commission.

VII. Assists with special event planning, prepare charts, graphs, and tables for
presentation; maintains and prepares a variety of records and files related to
meetings and follow-up actions.

VIII. Performs all other job duties as assigned.

EXTENT AND TYPE OF INTERACTION WITH THE PUBLIC:
I. Represents the City through direct contact with the public.
A. Has daily contact with the public, including walk-in, voice, and electronic communications.
B. Represents the department through news releases and a weekly radio show.
C. Answers inquiries on department services and functions, as well as inquiries regarding services at West Hills.

REQUIRED LICENSES, CERTIFICATIONS, AND REGISTRATIONS:
I. Must possess a valid Minnesota driver's license.
II. Attendance at various computer training classes.

EQUIPMENT AND TOOL OPERATION:
Employee must be capable of operating a variety of office equipment relative to this position which shall include but may not be limited to: communication equipment, computers, typewriters, copiers, fax machines, calculators, laminating machine, credit card machines, cash register, and computer printers.

WORKING HOURS AND CONDITIONS:
I. Hours may vary but are generally 8:00 a.m. - 5:00 p.m., Monday through
Friday (summer 7am - 5pm). This is a non-exempt position.
II. This position works primarily in an office environment, with little exposure
to outdoor temperature variations or environmental factors.

In compliance with the Americans With Disabilities Act the following represents the Physical and Environmental Demands: This position requires an equal amount of time spent standing, walking, and sitting. Lifting, pushing/pulling, or carrying objects weighing up to twenty-five (25) pounds is sometimes required, with a maximum of forty (40) pounds infrequently required. Climbing, stooping, kneeling, crouching, crawling, twisting, and bending are sometimes required. Repetitive movements of the hands are sometimes required. Audio, visual, and verbal functions are essential functions to performing this position. The majority of the workday is spent indoors.