Administrative Assistant II

Highlands Recreation District•San Mateo, CA

just now

About The Position

Essential Functions and Tasks ? Customer Service Answer direct phone calls, take messages, and manage email correspondence promptly and professionally. Serve as a knowledgeable resource for customers, providing accurate information about classes, programs, and memberships. Assist customers with navigating and troubleshooting the registration software and resolving technical issues and other customer concerns professionally. Regularly identify opportunities for innovation and collaboration to better serve the community. ? Clerical and Administrative Support Draft and distribute letters, memos, minutes, and other written communications. Assist with maintaining facility calendars and posting of schedules. Create and maintain organized filing systems for both electronic and physical records. Receive, date stamp, and distribute incoming mail, packages, and deliveries efficiently. Prepare and process outgoing mail and packages, including labeling, weighing, and applying proper postage or shipping details. Manage inventory levels and order office supplies regularly to ensure uninterrupted operations. Oversee the maintenance of office equipment, ensuring functionality and timely repairs. Collaborate with the Recreation Coordinator to update flyers, bulletin boards, and enrollment announcements. Contribute to the development of improved processes, documents, and systems to enhance operational efficiency. ? Program and Registration Management Enter class and program details for all departments into registration systems and ensure data integrity. Manage program waitlists. Process registrations for all classes, programs, and memberships accurately and promptly, including payments via ACH/ARB, cash, check, e-check, and credit card systems. Provide registration support for special events, ensuring smooth operations and customer satisfaction. Issue refunds or district credits as required for programs. ? Other This list is not inclusive, and other duties may be assigned as needed.

Requirements

Must possess a high school diploma and some college education or vocational school experience with computer, communication, and/or office skills.
Two (2) years of progressive administrative assistant experience responsible for customer service, general clerical, and administrative office experience, including use of computer applications and maintenance of complex filing and operational records.

Nice To Haves

Associate’s degree or coursework in business administration, office management, recreation management, or a related field.
Professional Administrative Assistant Certification such as Microsoft Office Specialist (MOS), Certified Administrative Professional (CAP), or similar alternatives.
Professional experience managing and/or utilizing registration systems or recreation management software.
Familiarity with financial processes, including payment handling.

Responsibilities

Answer direct phone calls, take messages, and manage email correspondence promptly and professionally.
Serve as a knowledgeable resource for customers, providing accurate information about classes, programs, and memberships.
Assist customers with navigating and troubleshooting the registration software and resolving technical issues and other customer concerns professionally.
Regularly identify opportunities for innovation and collaboration to better serve the community.
Draft and distribute letters, memos, minutes, and other written communications.
Assist with maintaining facility calendars and posting of schedules.
Create and maintain organized filing systems for both electronic and physical records.
Receive, date stamp, and distribute incoming mail, packages, and deliveries efficiently.
Prepare and process outgoing mail and packages, including labeling, weighing, and applying proper postage or shipping details.
Manage inventory levels and order office supplies regularly to ensure uninterrupted operations.
Oversee the maintenance of office equipment, ensuring functionality and timely repairs.
Collaborate with the Recreation Coordinator to update flyers, bulletin boards, and enrollment announcements.
Contribute to the development of improved processes, documents, and systems to enhance operational efficiency.
Enter class and program details for all departments into registration systems and ensure data integrity.
Manage program waitlists.
Process registrations for all classes, programs, and memberships accurately and promptly, including payments via ACH/ARB, cash, check, e-check, and credit card systems.
Provide registration support for special events, ensuring smooth operations and customer satisfaction.
Issue refunds or district credits as required for programs.