Job Title: Administrative Assistant for Parks Department

Location: Latimer Lakes Park Office

Department: Administration

Hours: Full Time

Job Description:

Purpose of the Position

To assist the Parks Director and Parks staff with clerical and administrative support by performing the following duties and any other clerk duties as assigned. 

The duties listed below are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the class.

Major Duties and Responsibilities

• Answers and directs calls for department, including but not limited to requests for various sports programs, etc.
• Preparation and distribution of documents, including letters, reports, legal notices and memorandums
• Assist the public by telephone and at the counter with requests of information
• Accept, process, and manage all sports applications
• Submit advertisements for publication
• May assist with preparing schedules
• May assist with calling coaches
• Handle umpire and coaches certifications
• Responsible for copying, filing and general clerical tasks
• Handle all purchasing correspondence for department
• Maintain receipt books and ledgers
• Prepare monthly and annual department activity reports
• Work collaboratively with all departments to enhance customer service
• Data Entry for Tournaments
• Invoice & All Payroll for Parks

Perform other duties as directed

Job Context

The Administrative Assistant position for Parks is a full time, permanent position in the Parks Department.  The immediate supervisor for this position is the Parks Director.  The person in this position has no supervisory authority.  The position works regular hours year round, although at times it may require more than the scheduled hours.  The person in this position is never required to perform shift work and is never on call.  This position is 90% indoor, and 10% outdoors on community projects/sports programs at times.  The position has accountability for monetary and fiscal issues related to the work for which the position is responsible.  Must be available to assist during July 4^th and Christmas Parade as needed.

There is never exposure to chemicals and/or hazardous materials.  The Administrative Assistant position must attend relevant training to enhance skills with good math skills essential to the success of this position in order to calculate sports fees.  This position requires a high school diploma or GED.  A minimum of two (2) years clerical experience is preferred.  The stress level associated with this position varies with activities.  Physical work involved with this position includes, but is not limited to, lifting file boxes, climbing stairs, and sitting for long periods, as well as, participating in special projects.

Knowledge, Skills and Abilities

Knowledge

• Basic book keeping, accounting, and budgeting principles
• State and municipal purchasing procedures
• Proper grammar and use of English in speaking and writing
• Federal and state statutes concerning the work of the department
• Mathematical skills, including addition, subtraction, division and multiplication
• General functions and operations of municipal government
• Balancing of cash, receipts and ledgers
• Basic budgeting knowledge

Skills and Abilities

• Use a variety of standard office equipment
• Use of basic computer skills
• Prioritize daily workflow
• Meet specified or required deadlines
• Make decisions within specified time restraints
• Communicate effectively with residents, elected officials, other employees, etc., both written and oral
• Maintain confidentiality
• Work autonomously as needed
• Handle multiple tasks simultaneously with frequent interruptions
• Maintain professional composure in difficult or stressful situations
• Maintain clean office building
• Maintain training records on all employees
• Newsletter to schools
• Develop, implement and follow departmental and city policies and procedures

FLSA:                          Non - Exempt                          

REPORTS TO:           Parks Director

SUPERVISES:            N/A

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.   Characteristics described in this job description are representative of those an employee encounters while performing this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform them.