Administrative Support Specialist - Parks & Recreation

Town of Smithfield•Smithfield Recreation & Aquatics Center, NC

About The Position

Performs administrative and office support duties for the Parks & Recreation Department and Parks & Recreation Advisory Committee, primarily supporting the Parks & Recreation Director. Serves as the Department’s initial public contact and operates its reception function, responding to inquiries, researching questions and concerns, or referring them to appropriate authorities. Creates documents and forms, enters data, and maintains records and files. Serves as Clerk to the Parks & Recreation Committee and must be able to transcribe minutes from tape recordings. The role requires knowledge of word processing, spreadsheets, and GIS. It includes receiving and processing payments, including cash, from citizens and patrons using the parks facility; balancing accounts; creating deposits; and delivering reports and account information to the Finance Department daily. Work is performed under the supervision of the Director of Parks and Recreation and evaluated through observation, conferences, and the quality and effectiveness of completed work.

Requirements

Two-year Associate Degree and two years or less of administrative support experience emphasizing office technology and public contact; or high school graduation and five to seven years of administrative support experience emphasizing office technology and public contact; or an equivalent combination of education and experience.
Possession of a valid North Carolina Driver’s License.
Knowledge of office practices and procedures, grammar, spelling, vocabulary, personal computers, related software and hardware peripherals, and the policies, procedures, and services of the Parks & Recreation Department and Town.
Skill and accuracy in using standard office equipment.
Ability to communicate effectively in person and by telephone, and to be tactful and courteous.
Ability to schedule appointments and meetings based on general oral or written instructions and to follow oral and written instructions and procedures.
Ability to perform accurate word processing and data entry at the speed required by the particular program or position.
Ability to organize and apply filing and coding systems and arrange records, reports, and files in proper sequence.
Ability to compile data and information for reports or internal data and statistics.
Ability to establish and maintain effective working relationships with the public and other employees.
Ability to proofread own records and data.
Ability to transcribe minutes from tape recordings.

Responsibilities

Answer telephone calls, greet citizens, and direct calls, visitors, and information according to the request.
Screen and route mail, documents, and other materials based on knowledge of the work unit’s operations and key personnel.
Establish and maintain office documents, databases, files, office supplies, and other materials.
Assist the public with information about the Parks & Recreation Department and the Town of Smithfield.
Review and verify documents for completeness and accuracy.
Enter data to create and maintain databases and generate reports.
Type letters, reports, and other materials from handwritten, dictated, recorded, or marked copy; compose some correspondence.
Prepare time sheets for payroll.
Proofread materials for typographical and spelling errors and enter correct information on forms or form letters.
Create and maintain records by posting program activity to established forms, files, and other record-keeping systems.
Arrange materials and records alphabetically or numerically for filing.
Create, update, or maintain spreadsheets.
Handle payments from citizens and patrons using the parks facility, balance accounts and deposits, and deliver deposits, reports, and account information to the Finance Department daily.
Serve as Clerk to the Parks & Recreation Committee and transcribe minutes from tape recordings.
Back up office and administrative staff.
Perform other duties as required and assigned.