Temporary Program Assistant

City of Kirkland•Kirkland, WA

7d•Hybrid

About The Position

This role is a Temporary opportunity with an anticipated end date of February 28, 2027. The anticipated end date is subject to departmental need and budgetary considerations. The Program Assistant provides administrative services including customer service, data entry, scheduling, payment processing, and assisting the Program Coordinator with programs, classes, and special events. This is the entry-level classification in the Parks and Community Services (PCS) Program series. The incumbent follows routine procedures and guidelines in the application of prescribed duties and works under close supervision with work frequently reviewed by a superior. This classification is distinguished from the Program Coordinator in that the latter performs more complex technical duties and responsible program coordination requiring a higher level of knowledge and skill.

Requirements

High School Graduate or G.E.D.
2 years of customer service.
1 year administrative support experience working in recreation, environmental, social, leisure, or education services.
6 months of experience working with volunteers, youth, or older adults.
Or: Any combination of relevant education and experience which would demonstrate the individual’s knowledge, skill, and ability to proficiently perform the essential duties and responsibilities listed above.
Must possess a valid Washington State driver’s license.
Must possess or obtain CPR/First Aid certification within 6 months of hire.
Strong oral and written communication skills.
Ability to work effectively with the staff, volunteers, and the public.
Ability to manage multiple tasks.
Ability to communicate clearly both verbally and in writing, in person and on the telephone.
Computer skills, e.g. Microsoft Office, fax, copy machine, calculator, and multi-line telephone system.
Knowledge of basic office procedures.
Skilled in Microsoft Word, Excel and Publisher software.
Knowledge of basic mathematics and bookkeeping principles.
Skilled in receiving and receipting payments.
Knowledge of customer service practices.
Flexibility; gets along with people of all ages and abilities, adapts to changing work assignments.

Nice To Haves

Knowledge of registration software preferred.
2 years of cashiering or bookkeeping experience preferred.

Responsibilities

Provides information and responds to inquiries.
Staffs front office and provides customer service to participants, staff, and the general public.
Performs registration procedures to include: enrolling in classes, accepting and receipting payments, maintaining wait lists, performing transfers, issuing class adjustments, program scholarships, compiling daily system totals and reconciliation for daily receipts of cash, check and credit card payments.
Responsible for facility rentals, including calculating and processing payments, deposits, refunds, scheduling and overseeing rental staff.
Assists with data collection, reports, recordkeeping, expense, and revenue tracking, evaluating programs, new participant outreach, and quality assurance.
Provides administrative support for Munis, TRIM, AdobeSign, Lucity, and similar programs including creating, entering, and processing contracts and agreements.
Coordinates training and scheduling of staff, volunteers, and interns; provides emergency backup staffing as needed.
Assists with the organization and production of department events (i.e. Green Kirkland Program, community building events, etc.).
Assists with publicizing and promoting programs, program brochure preparation, and maintaining City webpages.
Inventories, purchases, maintains, and organizes program supplies and equipment.
Performs functions as assigned in the City’s emergency response plan in the event of an emergency.