Parks Administrative Assistant

City of Sand Springs•Sand Springs, OK

2d•Onsite

About The Position

Performs clerical work for the Parks and Recreation Department, assisting in the operations of the Case Community Center and the parks system. Responsibilities include recording and transcribing meeting notes, managing incoming and outgoing mail, answering telephones, scheduling appointments, providing information to callers, compiling statistical reports, and assisting with special events. The role also involves record-keeping and correspondence for Sand Springs Park Friends and may occasionally require evening work.

Requirements

Valid Class D Oklahoma Driver License
High school diploma or equivalent
One to two years’ experience in related field
One to two years customer service and call handling experience
Knowledge of relevant policies, regulations, and ordinances
Knowledge of modern office equipment, practices, and procedures
Knowledge of City and Department policies and procedures
Knowledge of basic accounting and mathematics
Knowledge of correct grammar and usage
Skill in compiling data and preparing reports
Skill in planning and organizing work independently
Skill in establishing and maintaining files and records
Skill in interpersonal relations
Skill in oral and written communication
Ability to prepare agendas and record minutes

Responsibilities

Receives and directs communications for Parks and Recreations Director and Recreation Manager.
Maintains appointment schedule for Parks and Recreations Director and Recreation Manager.
Greets visitors and provides information, assistance, and guidance to citizens and other city employees inquiring about Parks related activities or programs.
Assists with daily operations of the Case Community Center including ordering equipment, supplies and materials; receiving payments; scheduling rentals; maintaining community center memberships using specialized software.
Types and prints various correspondence, agendas, minutes, reports, and documents for various board meetings.
Answers multi-line telephone and direct callers to appropriate person.
Assists Parks and Recreations Director in organizing all documentation needed and required for various projects.
Inputs/retrieves data using computer, printer, scanner and fax machines.
Prepares bi-weekly time sheets for all employees reporting to the Parks and Recreations Director.
Maintains filing system.
Distributes incoming mail daily and prepare outgoing mail.
Enters purchase orders/invoices for supplies, equipment and projects.
Schedules meetings including setup and tear down.
Assists with all administrative duties for the Parks Department, including preparing contract documents and specifications for upcoming projects that are going out to bid.
Enters purchase orders and pays invoices for current projects.
Maintains pay files.
Maintains website updates for Parks related activities, events, schedules, etc.
Assists Park Director in management of Sand Springs Park Friends 501C3 non- profit.
Performs other duties as assigned, including assisting other departments as required.

Benefits

11 paid holidays per year
10 paid sick leave days per year
10 paid vacation leave days per year (increases with years of service – up to 20 days)
2 fitness facilities for employees
Pension plan
Longevity Pay
Employee Assistance Program
Short/Long Term Disability
Basic Life & AD&D
Employee-Only Base Dental (Employer pays a portion of Dental Family)
3 Healthcare Plans - Employer pays 75% of the base plan premium or the base plan equivalent for the other tiers
Case Community Center membership
Discounted fishing pass at Shell Lake
Discounted golf at Canyons at Blackjack Ridge
Utility discount for employees who live within the Sand Springs water district.
Additional voluntary insurance options available