Administrative Technician - Civic Center

City of Rosenberg•Rosenberg, TX

2d•Onsite

About The Position

Provides skilled secretarial administrative support to the Civic Center and Parks and Recreation Department. Duties provide support and assistance with the City’s recreation programs and events. This position supports daily facility operations, rental coordination, and event execution at the Civic Center, ensuring operational efficiency, a high level of customer service, and compliance with City policies and procedures.

Requirements

High School diploma or successful completion of the General Educational Development (GED) Test
One (1) year full-time paid responsible administrative or clerical experience
Training and experience using a personal computer with a variety of software including Microsoft Office
Valid Class C Texas Driver’s License
Reliable transportation and liability insurance

Responsibilities

Books rentals of the Civic Center, park pavilions and athletic fields
Accompanies potential clients through facility
Provides information to the public regarding pricing and use of the facilities
Follows up on client payments and information in a timely manner
Confirms required deposits and payments are received prior to processing reservations
Reviews booking details for accuracy in calendar entries and room assignments
Receives cash, checks, and receipts accounts for all funds received in an accurate manner in compliance with City procedures; delivers deposits to the Finance department
Tracks outstanding balances and communicates upcoming deadlines to customers
Follows up on payments and escalates any issues or discrepancies to management
Assists in verifying that required payments are received prior to scheduled events
Assists with balancing and reconciliation procedures
Maintains accurate tracking of payments and communicates outstanding balances as needed
Assists in confirming room setups align with approved layouts and event requirements
Observes and reports any set-up concerns related to capacity limits, and facility standards
Assists with planning, setup, and supervision of activities at the Civic Center
Coordinates room setups with maintenance and event staff
Assists with renter check-in and check-out processes in accordance with facility procedures
Verifies room condition before and after events and documents any issues or damages
Completes and submits required documentation for review
Provides on-site support during events including assisting clients and communicating needs to appropriate staff
Assists with walkthroughs before and after events and reports any issues or concerns
Answers and prioritizes calls and requests
Greets customers and provides information and services
Responds to inquiries and requests for information and assists with forms
Assists clients and vendors with general, even related questions and day of needs
Assists with planning the City’s major events, recreational programs and activities
Assists in the recruitment and selection of volunteers and instructors and ensures training and certification
Establishes good public relations with vendors and citizens
Provides administrative support for meetings
May assist with Parks and Recreation Board meetings and related documentation on as-needed basis
Maintains event-related records including incident notes and operational documentation
Provides information regarding services, policies and procedures
Assists internal and external customers
Research and responds to questions and inquiries or complaints
Refers to appropriate resources in assigned area of responsibility
Process and distribute mail
Provides administrative support duties including scheduling and coordinating meetings; managing calendars; researching information and providing supporting documents for meetings or service requests
Prepares, drafts, and reviews correspondence, and general documentation
Process mail and distribute communication through multiple media
Scans and files documents
Assists with preparing and disturbing weekly schedules and on-call assignments
Communicates scheduling updates to appropriate staff as directed
Gathers information; prepares and maintains reports, and related departmental documentation; prepares distribution instructions; and reviews and verifies information
Creates monthly daily operations report
Prints park rentals report for staff on call
Prepares, organizes, enters, retrieves and maintains data, files, logs, and related documentation; processes and verifies documentation
Maintains accurate records of operational activities including rentals, payments, incidents, and facility-related communications
Monitors and maintains required supplies; initiates, coordinates and processes purchase authorization or work requests; processes invoices for payment; receives and routes or distributes supplies
Receives and documents on maintenance or facility issues reported by staff or customers
Communicates work order needs to appropriate personnel and tracks status for follow-up
Maintains restroom supplies; performs janitorial duties on a regular basis to ensure cleanliness of facility at all times, and safety of clients and event attendees
Will be required to do in-city travel
Will be required to work some weekends for City events
Performs other duties as assigned

Benefits

2 weeks of vacation during the first year
3 weeks of vacation per year after the first year
Medical insurance is provided at no cost to the employee
Dental and vision insurance is offered
Pet insurance is offered for your four-legged friend
Supplemental insurance is offered
$25,000 life insurance policy at no cost to the employee
13 days city observed paid holiday leave
16 hours of paid personal days each year
Tuition reimbursement available for up to $2,000 per fiscal year
Retirement plan includes a 7% contribution of an employee's gross salary to the Texas Municipal Retirement System (TMRS) with a city contribution match of 2 to 1
Longevity pay in the amount of $7.50 per month, per year of service paid annually each December
Employee Fitness Center