Parks & Recreation - Office Assistant I, II, III - Park & Recreation Administration

City of Abilene•Abilene, TX

89d•$18 - $26

About The Position

Under general supervision, the Office Assistant performs clerical duties for Parks & Recreation Administration, including maintaining and balancing records, preparing reports and correspondence, processing documents, and assisting the public. The position enters recreation registrations and reservations, collects related payments, handles inquiries and complaints, provides receptionist services, and supports scheduling for ballfields and cemetery-related calls and duties. The role may require operating a City vehicle to travel to other locations. Additional duties vary by level. Office Assistant II inputs cemetery data, manages ballfield and tournament requests, communicates with league representatives, assists with records retention, maintains facility damage deposits and cash receipts, processes check requests, reviews insurance documents, and processes special event applications. Office Assistant III accepts payments and verifies reservation and registration paperwork, completes cemetery reports and ownership documents, submits monthly invoices, processes legal documents, prepares certified record copies, and handles public inquiries. The position exercises no supervision. The role requires flexible hours, including mornings, nights, and weekends, and the ability to travel to other work locations. Physical tasks include frequent fine-dexterity, vision, hearing, and talking demands; moderate standing, sitting, walking, kneeling, bending, and twisting; and infrequent lifting, carrying, pushing/pulling, crouching, and balancing. Overhead work, crawling, and climbing are almost never required.

Requirements

Office Assistant I: One year of general clerical experience.
Office Assistant I: High school diploma or GED.
Office Assistant I: Valid Texas driver's license, ability to obtain one within 90 days of employment, or military waiver.
Office Assistant II: Three years of administrative clerical experience.
Office Assistant II: Cash-handling experience.
Office Assistant II: Demonstrated competency in Open Records and Retention management, or ability to complete the training within 90 days of employment.
Office Assistant II: Demonstrated competency in Plotbox cemetery software, or ability to complete training within 90 days of employment.
Office Assistant II: Demonstrated competency in Eproval software, or ability to complete training within 90 days of employment.
Office Assistant III: Five years of administrative clerical experience.
Office Assistant III: Demonstrated advanced competency in the Active Net software platform, or ability to complete advanced training within 90 days of employment.
Office Assistant III: Possess or be able to obtain HIPPA certification within 90 days of employment.
Complete HIPPA compliance training within 90 days of employment.
Ability to work flexible hours, including mornings, nights, and weekends, and travel to other work locations.
Knowledge of English grammar, spelling, punctuation, arithmetic, office equipment, filing systems, office procedures, customer service, conflict resolution, and cash-handling procedures.
Ability to type at a speed necessary for successful job performance; operate office and computer equipment; learn and operate recreation software; maintain files; organize data and prepare reports; prioritize, multitask, and meet deadlines; proofread carefully; troubleshoot and problem-solve; communicate clearly; interact courteously with the public; and maintain cooperative working relationships.
Follow the City of Abilene Core Values and work as a respectful and effective team member.

Nice To Haves

Bi-lingual Spanish is preferred.

Responsibilities

Enter recreation registrations and reservations into the Recreation Software Program and collect associated payments.
Post, balance, and verify clerical, fiscal, and other records; maintain related files and balances.
Receive and process complaints and inquiries by providing information or referring them to the appropriate division or department.
Serve as receptionist for telephone and walk-in public requests concerning City policies, procedures, and activities.
Prepare and type reports, forms, and letters; file, maintain records, and process mail.
Answer public questions within established policies and procedures.
Assist with ballfield requests and cemetery phone calls and duties.
Maintain key deposits and key pickups for ballfield use.
Operate a City vehicle to travel to other locations as needed.
(Office Assistant II) Input cemetery data into the record system using monthly reports.
(Office Assistant II) Schedule and maintain ballfield and tournament requests electronically and communicate field availability to league presidents and coaches.
(Office Assistant II) Assist with records management and records retention schedules.
(Office Assistant II) Maintain facility damage deposits, daily cash receipts, and reports; process Parks & Recreation Administration check requests.
(Office Assistant II) Review and maintain insurance documents for vendors and leagues.
(Office Assistant II) Receive, review, and process Special Events applications and guide applicants through the process.
(Office Assistant III) Accept payments and review paperwork for building reservations, activity registrations, and Parks and Recreation matters.
(Office Assistant III) Complete monthly cemetery reports, ownership documents, and computer data entry.
(Office Assistant III) Submit monthly invoices by the required deadline.
(Office Assistant III) Process legal documents and prepare certified copies of records as needed.
Perform other related duties and responsibilities as assigned.