Administrative Assistant - Parks & Recreation

PAY & BENEFITS :

Hiring Range:  $43,721 - $48,093

Full Range:  $43,721 - $66,194

In addition to the base salary, this full-time position is eligible for an annual performance bonus as well as a longevity bonus.

BENEFITS :

Paid Holidays:                13 days

Paid Time Off :               0-4 years of service = 23 days (7.08 hours per pay  period)

Longevity Bonus:           Based on Years of Service

Merit Pay:                        Based on performance (Annual Salary increase and Bonus)

Town Paid Benefits Include:

• Short and Long-Term Disability

• Employee Assistance Program

• Basic Life Insurance (1x Salary or $50k minimum, $10k spouse, & $5k child)

• Retirement Match

• Education Reimbursement

• Free Wellness Programs and Free Gym Access

Insurance Premium Costs (includes vision & dental)

HSA:      $15.24 single      $104.93 family

OAP:      $19.43 single      $133.50 family      

Description :

The purpose of this classification is to perform administrative/secretarial work associated with processing information/documentation for the Parks and Recreation department. Duties and responsibilities include greeting visitors and answering telephone calls, providing customer service, processing payroll documents, preparing or processing various department documentation, maintaining departmental facilities calendar, conducting research, compiling information and statistics, performing data entry, and performing tasks specific to assigned department/division. Reports to Parks Office Coordinator

The following duties are normal for this position.  The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job. Other duties may be required and assigned.

• Performs reception functions; answers phone calls, takes messages, relays to the appropriate party within the department; responds to emails and letters; 

• Provides accurate and courteous assistance to citizens, vendors, and other Parks and Recreation employees.

• Provides secretarial/clerical support; processes and maintains a variety of documentation associated with departmental operations within prescribed timeframes and according to the Town's policies and procedures.

• Performs various administrative functions such as creating records, reports, correspondence, memorandums, and databases using word processing, spreadsheets, and desktop publishing software

• Accurately file and maintain records

• Assist in receipt, distribution, and delivery of materials and mail to staff members

• Receives requests for park facilities, enters data accurately in park facility master schedule

• Assists customers; input park facility reservations; collects user fees and deposits from customers; issues receipts and permits for park facility rentals

• Approves park and rental building requests.  Check the schedule for conflicts with other events, check the application for what is being brought in, for example, tents, inflatables, grills, volleyball nets, anything staked in the ground or being brought in, and also check if they are coordinating with an event company.

• Responsible for acquiring certificates of liability from customers for objects being brought in, and coordinating meetings between customers and maintenance personnel for set up and staking of objects. If the request is for larger than normal groups, or they are bringing in odd objects, the request is given to the Director for approval.

• Follows up on past-due facility reservation requests.

• Records all park system activities into the department's schedule.

• Returns building rental deposits to park users.

• Issue purchase orders for items being bought by staff.

• Assists departmental staff as needed

• Assists in planning and coordinating, makes purchases, and works during special events and programs.

• Runs daily errands for the department including purchasing errands.

• Assists in training of new office employees.

• Provide coverage in the absence of other personnel.

• Enters/prints/distributes/closes work orders for parks maintenance staff and produces reports

• Orders all janitorial supplies for SOAC and maintenance division as requested

• Maintain key boxes and issuance of keys; distribute keys to maintenance, other staff members, and league board members and coaches.  Maintain problems with locks and padlocks and coordinate old and new padlocks and keys.

• Receives and processes requests for all special functions (including schools) at park shelters and rental buildings and either approves the request or submits for the Director's approval.  Coordinates with maintenance staff on function and schedules all actions associated with each request. Processes Inflatable requests

• Coordinates the scheduling of Kuss Memorial field trips

• Calculates maintenance payroll timecards.

• Calculates and prepares daily sales reports and prepares bank deposits for the Office Coordinator's review.

• Calculates department's time cards.  Post daily times and totals to departmental timesheet; forward to Office Coordinator for final review.

• Orders, inventories, and maintains all office supplies and employee requests

• Develop and make approved posts to the Department's Facebook account and other social media as needed

• Update rainout information as needed

• Maintains fixed asset files for the department.  Prepares items and corresponding paperwork for the government auction program.

• Updates bulletin boards in the park system

• Promote a teamwork environment.  Assist coworkers when necessary.

• Help maintain the cleanliness of machines, work area, and facility.  Report incidents, or malfunctioning equipment to the supervisor

• Conduct behavior at all times in a professional manner to reflect positively on customers' perceptions of the town facility.

• Any other duties as assigned by the supervisor

• Must be at least 18 years of age

• Must possess a High School diploma or GED

• Must possess a valid Tennessee Driver's License

• Two (2) years' experience in a municipal or legal setting and/or training involving secretarial work, office administration, or customer service. or Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job

PERFORMANCE APTITUDES

Data Utilization: Requires the ability to work with large amounts of data to include knowledge of parks and facilities locations, contents, and users. May also require ability to perform subsequent actions in relation to computational procedures.

Human Interaction: Requires the ability to provide assistance and direction to others regarding policies and procedures. Must be able to work independently and with a group. Good customer service skills necessary in the performance of essential duties and responsibilities.

Equipment, Machinery, Tools, and Material Utilization: Requires the ability to use an assortment of office equipment such as a computer with Microsoft Office and Publisher, Google tools, NextGen; copier; label maker, laminator, phone with multiple lines, 2-way radio system, scanner, calculator, shredder, postage machine, and city vehicle. Also, position may require desktop publishing knowledge.

Verbal Aptitude: Requires the ability to use and interpret a variety of descriptive information. Good written and oral communication skills are necessary.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; ability to solve problems involving decimals, percentages, and fractions, ability to interpret graphs.

Functional Reasoning: Requires the ability to execute instructions dictated in written or oral form. Involves semi-routine standardized work with some autonomy for decision making. Requires the ability to work on multiple projects/tasks simultaneously.

Situational Reasoning: Requires the ability to exercise good judgment in evaluating situations and making decisions. Attention to detail

ADA COMPLIANCE

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (25 pounds). Tasks may involve extended periods of time at a keyboard or work station. Dexterity and fitness to grasp, crouch, bend, stoop, stretch, and walk.

Sensory Requirements: Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed in an office environment as well as the field environment with occasional exposure to noise, dust, heat, cold, rain and other inclement weather conditions. Generally, physical and working conditions are such that minor cuts, abrasion bruises or burns may be encountered with various jobs.