Administrative Assistant - Park-Rec
JOB TITLE: Administrative Assistant, Recreation Division
DEPARTMENT: Parks and Recreation
IMMEDIATE SUPERVISOR: Director of Parks and Recreation
DIRECTION OF OTHERS: 2 Part-time staff
EDUCATION, TRAINING, AND EXPERIENCE REQUIRED: High School diploma,
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
NATURE OF WORK: To provide administrative support and to facilitate communications for an extensive Parks and Recreation Department. To coordinate,
manage and implement program schedules for a comprehensive recreation division. Also
provides customer service to an extensive number of walk-in customers.
WORK PERFORMED/AREAS OF RESPONSIBILITIES:
I. Provide administrative support for professional, seasonal and volunteer staff.
II. Plans the work activities of the office assistants as well as assist, train, and supervise them in recreation division functions. Coordinates the hiring process for recreational part-time staff and coaches. Assists in office staff selections.
III. Performs record keeping and bookkeeping duties to assure fiscal and administrative control of recreation division activities and obligations.
A. Prepares and enters payroll on city computerized payroll system for recreational part-time employees, which totals 40 - 50 during the peak season.
B. Prepares billings, invoices, and maintains daily deposits for the department.
C. Orders supplies for office and recreational programs.
D. Establishes and maintains database, correspondence and records for all volunteers in the recreation division and for scholarship donations.
E. Assists in the formation of the department budget and planning process.
IV. Implement, enter, record and maintain various schedules and standings with a comprehensive recreation program software system. Maintain the web site for the recreation division, including cancellations, sports schedules, standings, and other modifications. Assist in scheduling gyms, pools, rinks, fields, and pavilions.
V. Plans, designs, and produces promotional materials which include brochures, newsletters, and flyers for all recreational programs. Composes routine letters, reports, notices and memoranda.
VI. Attend meetings; prepare agenda and minutes for the Park and Recreation Board, State School Museum Board and the Recreation Scholarship Board.
VII. Assists with special event planning, prepares charts, graphs, and tables for presentation; maintains and prepares a variety of records and files related to meetings and follow-up actions.
VII. Performs all other job-related activities 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
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.