Parks and Recreation Administrative Assistant

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Wed, 13 Sep 2023 16:29:44 -0600
$12.00 Hourly, Parks and Recreation Administrative Assistant General
Responsibilities:
Under the direct supervision of the Parks and Recreation Director, the Administrative Assistant provides highly skilled administrative support for the daily operation of department. Job requires exceptional secretarial and clerical skills needing strong organizational abilities. Employee must be able to work well under stress and be able to handle multiple tasks in spite of interruptions. Position requires mature judgment and proven ability to handle confidential, sensitive issues. Courtesy, tack and diplomacy are essential in daily contact with public and staff. Employee may use independent judgment in planning daily work activities.
Duties include, but not limited to, the following:
Plan and implement duties and functions assigned by the Parks & Recreation Director.
Compose letters, memorandums, correspondence, and reports that may involve technical or confidential material.
Responds by phone, mail, and in person to inquiries and other requests regarding operation of the department.
Assists the department head in the preparation of reports, resolutions, ordinances, statistical data, and other correspondence; and, in the maintenance of files, records, policies, procedures, and other reference material important to the efficient operation of the department.
Maintains the work unit calendar of events, schedules meetings and other appointments, makes travel arrangements, and provides other detailed administrative tasks as may be essential to assist the department head.
Reviews timesheets for all department divisions, including overtime and leave requests, and submits to Payroll for processing.
Depending on specific requirements of the work unit, may prepare agenda, minutes, and other material and takes/transcribes records of meetings.
Operates standard office equipment such as typewriters, copiers, computer keyboard, calculators, printers, fax, sorters, collators, scanner, and others common to an administrative environment.
Orders equipment and supplies, prepares and processes purchase orders, and arranges for equipment maintenance and repair as necessary.
Assists in budget preparation and preparation of other fiscal/financial data and records.
Perform other duties as assigned.
Competencies: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. To perform the job successfully, an individual should demonstrate the following competencies:
Communication Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Computer and Administrative Skills: To perform this job successfully, an individual should have proficient knowledge of Microsoft Office products. Must possess ability to perform various administrative tasks including alpha numeric data entry, 10-key data entry, typing at 50 wpm net of error. Willingness and ability to serve the public, staff and volunteers.
Must possess the skills and capability to receive instruction. Ability to demonstrate dependability and flexibility in performing job duties. Minimum Qualifications and Requirements:
Must possess a valid Texas driver's license.
One-year office management or secretarial experience in Parks & Recreation setting preferred;
OR Any equivalent combination of education and experience that provides the necessary knowledge, skills, and abilities to perform the duties of this position.
Education:
High school diploma or general education degree (GED);
Minimum of 60 college hours or associate degree in office administration preferred.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Frequent reaching, sitting, standing, walking, talking, seeing, hearing, and manual dexterity.
Occasional lifting and carrying up to 25 pounds.
Work is typically performed in a standard office environment.
Additional information:
May include working evenings and/or weekend hours for special projects and assignments, or during hurricane and other emergencies.
Professional office attire, professional conduct, responsible judgment and the proven ability to handle confidential, sensitive situations is essential.
The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload. The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the associate a general sense of the responsibilities and expectations of his/her position. As the City’s demands change so will the essential functions of this position.
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