Parks and Recreation Administrative Services Division Secretary

City of Kalamazoo • Kalamazoo, MI

23h • Onsite

About The Position

This is varied clerical work performing secretarial and money handling duties. Employees in this class perform a wide variety of secretarial and general administrative tasks which require application of independent judgment. Work also involves a considerable amount of typing and money handling but does not require the use of stenography. The employee in this position is responsible for the processing and tracking of data, attendance within meetings, minutes/note preparations.

Requirements

• Considerable knowledge of business English, spelling, punctuation, and arithmetic.
• Knowledge of office practices, procedures, and machines including computers.
• Considerable knowledge of Microsoft Office software.
• Ability to rapidly acquire knowledge of municipal and departmental policies and procedures, and to apply this knowledge to work situations; ability to understand and carry out moderately complex oral and written instruction.
• Ability to establish and maintain effective working relationships with general public and with fellow employees.
• Ability to make arithmetic computations accurately with reasonable speed, tact, and courtesy; ability to handle and balance cash accurately; and ability to multi-task is essential.
• This position requires passing a typing test of 40 wpm and an Excel proficiency test.
• An in-house written test will also be provided for this position.
• Experience in general office or related clerical work, including some experience in skilled word processing, spreadsheet and computer work; experience handling cash.
• Graduation from a standard high school, including or supplemented by courses in business practices and computers; or any equivalent combination of experience and training which provides the essential knowledge, skills and abilities.

Nice To Haves

• Friendly demeanor for interacting with the public in person and via telephone.

Responsibilities

• Provides secretarial duties including administrative support for the Parks and Recreation Department
• Maintain complex and detailed files and records.
• Answer citizen inquires or routes to appropriate staff.
• Maintains appointments for supervisor and/or department managers/director as directed.
• Types correspondence, reports, memoranda, statistical data, invoices, and other materials as assigned.
• Proofreads transcript for errors; prepares routine reports on own initiative, as assigned, or assists department head or technical personnel to prepare difficult or technical reports.
• Operates various office machines, including copy machines and computers.
• Takes in monies daily from the public, balances cash at the end of each day.
• Responsible for inputting all property reservation and event requests into computer system; registers public for recreation programs and leagues and coordinates paperwork required for same and performs related work as needed.
• Track all reservations utilizing recreation software;
• Serves as secretary to PRAB board.
• Prepares park and facility use reports and other reports as necessary.
• Works with citizens to provide information and communicate venue options for a variety of event types.
• May provide support/update for social media outlets-websites, Facebook, etc.

Benefits

• The City of Kalamazoo is an Equal Opportunity Employer. We are committed to creating a diverse, equitable and inclusive organization where different perspectives and experiences are welcomed and encouraged.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED