Administrative Assistant - Parks and Recreation

City of Reynoldsburg•Reynoldsburg, OH

3d•Onsite

About The Position

Performs a variety of administrative tasks to assist the Parks and Recreation Director with the efficient operation of youth/adult sports activities and other Department programs. This role involves extensive communication, record-keeping, budgeting support, and coordination of various departmental functions.

Requirements

High school diploma or three (3) years experience in office practices and procedures
Two (2) courses or twenty four (24) months experience with Microsoft office software or equivalent training or experience
Knowledge of bookkeeping, inventory control, budgeting
Knowledge of department policies and procedures, public relations, community resources and services
Knowledge of office practices and procedures
Knowledge of English grammar and spelling
Knowledge of records management, office management, local geographical area
Skill in typing, excel and/or all Microsoft office software, word processing
Skill in use of modern office equipment (e.g., personal computer, printer, fax)
Ability to deal with problems involving several variables within a familiar context
Ability to calculate fractions, decimals, and percentages
Ability to prepare accurate documentation and compile and prepare reports
Ability to respond to routine inquiries from public and/or officials
Extremely efficient in all forms of interpersonal communication
Ability to understand a variety of written and/or verbal communications
Ability to gather, collate, and classify information
Ability to cooperate with co-workers on group projects along with other departments within the city
Ability to answer routine telephone inquiries
Ability to handle sensitive inquiries from and contacts with officials and general public
Ability to develop and maintain effective working relationships
Ability to resolve complaints

Responsibilities

Contacts applicants for youth activity programs and/or events.
Contacts sports officials to work/officiate games and events.
Notifies coaches/officials when events are cancelled and/or delayed.
Tracks coaching services/sports program registrations and orders shirts/uniforms.
Composes/prepares participant and coaching certificates.
Updates program information such as the sports hot line.
Monitors budgeting spending, researches/prepares data for budget preparation, and assists with writing budget justification.
Monitors individual program expenditures and maintains records/balances accounts.
Opens purchase orders to pay officials, timers, scorekeepers, umpires, etc.
Prepares fiscal documentation for payment of supplies, equipment, etc.
Collects returned checks from Parks & Recreation Department.
Prepares bid sheets/packets and attends bid openings.
Summarizes reports of department operations/fiscal activity.
Utilizes personal computer to prepare memos, invoices, and other documentation.
Communicates department policy to elected officials/staff and contacts staff in the field.
Prepares routine correspondence and schedules meetings/appointments for Director.
Prepares various reports relating to department activities.
Maintains files and confidential documents, and updates personnel roster.
Types resolutions, memos, ordinances, encumbrances, purchase orders, and other department documentation.
Attends meetings, takes minutes, and sends out meeting notices and minutes.
Types department mailings, rosters, name tags, etc.
Answers telephone, directs callers, answers questions, and handles complaints.
Coordinates acquisition and maintenance of office equipment.
Uses appropriate machine(s) to copy various documents.
Tracks distribution of various department keys.
Assists with special projects and keeps Director informed.
Receives, opens, stamps, and distributes mail.
Operates postage meter to send mail.
Answers telephone/screens calls, meets/directs visitors.
Fills in for municipal building receptionist during break/lunch.
Maintains department files/records.
Maintains inventory of general office supplies and orders more when needed.
Contacts vendors to obtain information on equipment needs.
Attends training and in-service sessions.
Responsible for development of City brochure.
Remains informed of current developments and procedures pertinent to duties.
Participates in staff development activities and services review procedures.
Attends staff meetings and supervisory conferences.
Meets all job safety requirements and all applicable OSHA safety standards.
Demonstrates regular and predictable attendance.
Performs other related duties as assigned.