Administrative Assistant/Recreation

Owatonna Park and Recreation

Job Description

 

Date 4-6-13

 

JOB TITLEAdministrative Assistant/Recreation

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

 

MINIMUM REQUIRED:    At least two years of post-graduate education with a minimum of four years of Recreation program and office experience, or a preferred Bachelor’s degree from an accredited college or university with major course work in recreation administration or a related field.  Practical experience in the field of recreation, marketing, public relations and customer service.  Experience with social media and other marketing tools.

 

PREFERED QUALIFICATIONS:

Knowledge of:

  • Methods, techniques, principles, and procedures used in the planning, development and administration of recreation service programs.
  • Common recreational and social needs of various age groups.
  • Principles of supervision, training, and performance evaluation.
  • Principles and procedures for implementing and directing a wide variety of services and activities.
  • Principles and practices of budget development.
  • Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases with the  knowledge of Microsoft Word, Excel, Publishing, Access, Power Point or Windows 8.
  • Various sports equipment used in recreation programs.
  • Familiar with MaxEnterprise, a recreation management software system with point of sale.
  • Familiar with Active Network’s RecNet Software or Rec Ware Pro, a scheduling recreation system.  
  • Familiar with obtaining grants.

 

Ability to:

  • Develop and administer recreation programs suited to the needs of the community.
  • Plan, organize, coordinate, and direct the development and implementation of recreational programs.
  • Analyze, interpret, and explain section policies and procedures.
  • Supervise, train, and evaluate employees and volunteers.
  • Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective working relationships with those contacted in the course of work.

 

NATURE OF WORK:  To coordinate, manage, and implement administrative services to the recreation, parks, government buildings, and golf divisions.  Provides technical staff assistance in the field of recreation programming.  Provides administrative support to facilitate communications for an extensive Parks and Recreation Department.   Provides customer service. 

 

WORK PERFORMED/AREAS OF RESPONSIBILITIES: 

  • Develop, plan, organize, implement, and evaluate a variety of recreational programs, including special events.
  • Establish schedules and methods for providing recreation services; identify resource needs; review needs with appropriate management staff; allocate resources accordingly.
  • Participate in the development of goals and objectives as well as policies and procedures; make recommendations for changes and improvements to existing standards, policies, and procedures; participate in the implementation of approved policies and procedures; monitor work activities to ensure compliance with established policies and procedures.
  • Prepare community event and recreation publicity; coordinate referral systems and the publication of seasonal brochures; coordinate the dissemination of recreation and community service publicity.
  • Identify community needs and recommend appropriate programs related to area of assignment.
  • Prepare periodic reports; maintain files and records.
  • Conduct and supervise special events. 
  • Maintain and design the online recreation registration program; process reservation requests for City parks and other City-owned facilities.
  • Serve as staff liaison on various City recreation or community related committees and subcommittees as assigned by the department director.
  • Participate in the preparation and administration of the recreation program budget; submit budget recommendations; monitor expenditures.
  • Respond to complaints and requests for information.
  • Coordinate community services activity programs with other City departments, divisions, outside agencies, and service providers.
  • Involved in daily deposits and crediting to the proper accounts.
  • Knowledge of payroll system, maintain administrative records and forward to finance department. 
  • Composes routine letters, reports, notices and memoranda. 
  • Attends meetings including the preparation of agenda and minutes for the Park and Recreation Board and misc. committees. 
  • Research and write grants to obtain funding for programs.

 

License or Certificate:

Possession of an appropriate, valid driver's license.

Possession of, or ability to obtain, an appropriate, valid C.P.R. Certificate.

 

Working Hours and Conditions:

Hours may vary from 7:00 AM -5:30 PM Monday through Friday.  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.