Administrative Assistant- Parks & Recreation

City of Broken Arrow•Broken Arrow, OK

18h•Onsite

About The Position

Under general supervision, performs administrative and secretarial duties in support of department operations. This role provides essential administrative support, manages customer interactions, handles communications, maintains records, and assists with various departmental software and reporting tasks. The position requires a high school diploma or GED, supplemented by one to two years of related experience, or an equivalent combination of education, training, and experience. A valid driver's license is also required.

Requirements

Requires a High School Diploma or GED equivalent, supplemented by one to two years of related experience; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.
Possession of or ability to readily obtain a valid Driver's License issued by the State of Oklahoma for the type of vehicle or equipment operated.

Nice To Haves

Experience with RecTrac, the Recreation Management Software.
Experience with WebTrac, the online web module of the Parks and Recreation Management Software.
Experience with GIS software.
Experience with City's website content management.
Experience with Automated Meter Reading project data entry.

Responsibilities

Provides administrative support; greeting customers; answering phones, responding to emails; producing memoranda, letters, and reports; maintaining personnel and attendance records; maintaining files.
Researches, compiles, sorts, and calculates data from files and other sources to prepare statistical reports.
Processes and enters a variety of personnel actions.
Processes employee time sheet corrections; researches Human Resources issues; tracks and initiates employee evaluations.
Trains personnel; answers questions from other departments and the general public.
Provides administration and technical assistance to all employees using RecTrac, the Recreation Management Software for the department.
Maintains records of facility and program usage, and activity statistics.
Prepares daily deposits and reconciles all deposits with the City Finance Department.
Produces and maintains a comprehensive RecTrac operations manual for employees.
Processes rental and activity fees, and refunds.
Maintains an accurate RecTrac database, performing required software updates and inputting new recreation program descriptions and codes into software as needed.
Provides administration and technical assistance to WebTrac, the online web module of the Parks and Recreation Management Software.
Performs updates, maintains WebTrac database with current programs, activities, events, facility reservations, registrations, and technical support for the public.
Maintains and updates the Parks and Recreation Department information on the City's website.
Updates GIS software with proper information concerning the City's parks, facilities, and amenities.
Creates updates, maintains Parks and Recreation Department forms, instructor's manuals, and brochures.
Maintains and updates Parks and Recreation Department policy and procedures manuals for full time and seasonal employees.
Trains seasonal staff on procedures for using miscellaneous required forms, equipment, maintaining records and procedure for making daily deposits.
Develops and types letters, invoices, and processes department's Monthly Report for submission to City Council.
Ensures requisitions for purchases and processes pay authorizations.
Assists in the maintenance of the annual Operations and Maintenance Budget.
Processes paperwork for Workers Compensation in conjunction with Risk Management; processes FMLA paperwork.
Takes, transcribes, and distributes minutes of staff meetings.
Opens, sorts, and distributes mail; obtains signatures as required.
Schedules meetings and events and maintains calendar of appointments.
Prepares and enters agenda items.
Orders office supplies for the department.
Assists in the Automated Meter Reading project data entry.
Collects all data received and processes information for submission of the Monthly Activity Report to the City Manager's Office.
Performs other duties as assigned.