Administrative Assistant (Parks, Recreation & Forestry)

City of De Pere•De Pere, WI

1d•Onsite

About The Position

The City of De Pere is seeking an Administrative Assistant in the Parks, Recreation, and Forestry Department. The Administrative Assistant provides administrative, bookkeeping, and data entry support to the department and is the first point of contact with the public. The typical work schedule is Monday - Thursday, 6:30 a.m. - 4:00 p.m. and Friday, 6:30 a.m. - 10:30 a.m., plus additional hours to attend evening meetings. This position attends the Park Board meetings which meets at 6:30 p.m. on the third Thursday of each month. The City of De Pere recognizes the importance of its employees having a proper work-life balance and supports alternative work arrangements which include alternative work schedules and flexible scheduling to help meet your lifestyle needs. In addition, new employees receive three weeks of vacation time and four floating holidays per year beginning on the first day of work (prorated the first year).

Requirements

Knowledge of standard office practices and procedures including business English, business document format, spelling, grammar, punctuation, vocabulary, filing and math.
Knowledge of computer software including word processing, spreadsheet, database applications, accounting and specialized software consistent for this position.
Knowledge of City and Department functions to effectively screen inquiries and process related documents.
Knowledge of basic accounting principles and practices.
Skill in operation of office equipment to effectively perform the duties and responsibilities of the position.
Self-starting and being motivated with the ability to work independently.
Being trustworthy and honest; taking accountability when appropriate.
Writing and editing correspondence.
Applying problem solving, logic and reasoning to determine solutions, conclusions or approaches to problems.
Ability to handle multiple tasks at once and take on a diverse range of tasks.
Be highly dependable with a history of consistent attendance and punctuality.
Comprehend policies and procedures, written instructions, and general correspondence.
Share appropriate information and support other team members.
Demonstrate a consistent level of accuracy and thoroughness.
Organize, schedule, prioritize and perform duties with limited supervision.
Prioritize duties to accomplish a high volume of quality work product, meet deadlines, and improve overall department/office efficiency.
Observe, follow instructions, and complete assignments accurately and within deadlines.
Communicate effectively both orally and in writing with business representatives, elected officials, department heads, the public, and other City employees with courtesy and tact.
Develop and maintain effective working relationships with staff and the public.
Maintain confidentiality and discretion regarding information read or heard.
Handle interruptions; combine routine workload with special assignments.
Utilize a computer and required software.
Work the required hours of the position.
High school diploma or equivalent.
Two or more years of related work experience.
Acceptable verbal and conversation skills to effectively communicate with others in English.
Ability to read and write English and interpret documents.
Acceptable verbal and conversation skills to effectively communicate with others via the phone, at meetings and to greet and assist visitors.
Frequent use of phone handset and repetitive use of hand & fingers to operate office equipment, use computer keyboard & computer mouse and to perform other office tasks.

Nice To Haves

Associate’s degree in an Administrative Professional program or related field preferred.

Responsibilities

Receive, screen, and relay telephone calls, and direct visitors to appropriate staff members.
Transcribe meeting minutes, correspondence, memoranda and other documents from copy, rough draft, or other sources.
Respond to routine written and oral requests for information.
Receive payments, issue receipts, process licenses, permits or other similar documents.
Process and enter time sheets.
Type correspondence of a routine nature from written draft, perform data entry of a variety of information to set up, update, and maintain automated files, record and other documents.
Process park use agreements and work with client to ensure registration is complete.
Process park shelter reservations and coordinate reservations with Park Superintendent and weekend on-call staff.
Issue and process invoices.
Track budget accounts and report to department head and managers.
Track Beer Garden donations, revenue, and expenses.
Track and compile list of all donations throughout the year.
Complete grant submittals and paperwork.
Assist with seasonal recruitment processes.
Prepare job postings, schedule interviews, and prepare interview documentation as directed.
Respond to applicant inquiries.
Coordinate communication with returning seasonal employees.
Assist with processing seasonal employee paperwork and coordinating various tasks related to new and returning seasonal employees.
Perform other duties as assigned.