Recreation Administrative Assistant

City of Hobbs•Hobbs, NM

9d•Onsite

About The Position

Provides exceptional customer service to Recreation Department customers by assisting with facility reservations, permits, programs, events, fees, and related policies and procedures. Performs administrative and financial support duties, including maintaining records and reports, processing permits and payments, managing office supplies and forms, entering facility and event information, and preparing daily deposits. Supports department operations and the Community Affairs Board through meeting preparation and minutes, while maintaining cross-training to provide basic CORE office support as needed. Works under the general supervision of the CORE Facility Director and the Recreation Director. The position requires graduation from high school or GED equivalent and two years of previous administrative assistant experience in an office setting. A valid state-issued driver’s license is required, and notary public certification must be obtained within 90 days of hire. The role may require some evening, weekend, and holiday work for Community Affairs Board meetings and Recreation Department events or activities. The office is a high-traffic area and is usually moderately noisy.

Requirements

High school graduation or GED equivalent.
Two years of previous administrative assistant experience in an office setting.
Excellent customer service skills and the ability to assist upset patrons effectively under deadlines while maintaining a professional, courteous, and respectful approach.
Proficiency in Microsoft Office Suite, including Word, Excel, and Publisher.
Ability to accurately report, summarize, and prepare deposits for fees collected.
Ability to multitask and prioritize duties and assignments with strong attention to detail and accuracy.
Ability to establish and maintain effective working relationships with the public and staff of the Recreation Department and Parks and Open Spaces Department.
Ability to work some evenings, weekends, and holidays as required for Community Affairs Board meetings and Recreation Department events or activities.
Valid state-issued driver’s license.
Obtain notary public certification within 90 days of hire.

Nice To Haves

Knowledge of additional publishing software such as Illustrator or Photoshop.

Responsibilities

Greet Recreation Department customers in person and by phone, provide information about events and activities, and assist with pavilion and practice field reservations, special event applications, summer programs, and swim lessons.
Schedule reservations or check availability, explain applicable policies and procedures, and route requests to the appropriate person when necessary.
Issue park permits for pavilion rentals and special events.
Coordinate park permits and practice field reservations with the Parks and Open Spaces Department.
Receive payments as a cashier for pavilion deposits, rental fees, and miscellaneous recreation program and event fees.
Maintain filing systems and type and edit correspondence, reports, memoranda, monthly and annual reports, and other materials.
Develop, maintain, and monitor office forms and supplies, and order supplies as needed.
Assist Recreation Department staff with purchasing and procurement in accordance with Finance Department requirements, and with reports and presentations for advisory board and public meetings, as needed.
Enter information about facility availability, reservations, events, permits, deposits, and fees collected into the Recreation Department’s software.
Prepare the Recreation Department’s daily deposit in accordance with Finance Department policies and procedures.
Support the Community Affairs Board by preparing agendas and board packets, contacting board members to establish a quorum, and transcribing minutes in compliance with the New Mexico Open Meetings Act.
Cross-train on basic Center of Recreational Excellence (CORE) information to provide assistance to CORE staff in the Office Specialist’s absence.
May serve on employee committees as required and assigned.