Senior Administrative Assistant- Rentals- Temp

Town of Cary•Cary, NC

8d•Onsite

About The Position

Cary's Parks, Recreation, and Cultural Resources Department is seeking a creative, organized, and community-oriented Senior Administrative Assistant to join our team! This position will play an essential role in coordinating facility rentals, managing website, and performing data entry at the USA Baseball National Training Complex. The role requires considerable initiative, independent judgment, and strong communication skills. Work will require a flexible schedule with weekday availability being the priority, and occasional evening or weekend availability as needed. This is a part-time, non-benefited, year-round position, up to 20 hours a week, with a maximum of 999 hours per year.

Requirements

Comprehensive knowledge of standard office practices and procedures, equipment, and secretarial techniques
Comprehensive knowledge of Excel
Comprehensive knowledge of computers and related software (such as Microsoft Office 365)
Ability to remain organized, multitask, and work independently
Ability to complete assignments accurately and prior to the established deadline
Ability to keep moderately complex records and prepare reports from such records
Ability to communicate with the public and coworkers tactfully and constructively
Ability to supervise other personnel
Ability to understand and effectively carry out verbal and written instructions
Ability to acquire technical knowledge of Cary’s policies, procedures and the services of the department
Requires a combination of education and experience equivalent to an associate degree in Business, Communication, Marketing, or a related field.
Requires drug testing and background check (which may include criminal history check, SBI fingerprinting, motor vehicle records check, education verification and credit history review) and satisfactory reference checks prior to employment.

Nice To Haves

Some knowledge of baseball and softball.
Some experience performing administrative or clerical work.
Some experience with a recreation software, such as RecTrac.

Responsibilities

Serves as the lead office support person for rentals and events, providing and coordinating clerical and customer service support for a variety of operations
Coordinates with outside user groups to ensure accuracy and completeness of rentals, including scheduling, completion of rental agreements, and securing of payment
Coordinates with PRCR and PW departmental staff on the use of ballfields and training center for Town-provided or sponsored programs and events
Participates in interviews, reference checks, hiring, and training processes
Handles staff trainings
Handles special projects, events, and special assignments; performs specialized research and reports that may be technical in nature
Interprets departmental policy and answers difficult questions about departmental operations not requiring technical knowledge
Answers calls and emails, receives citizen complaints and requests for services, and provides department information to citizens or refers to appropriate person; interprets department policies, rules, and regulations in response to rental inquiries
Takes and transcribes dictation of correspondence, memoranda, proposals, specifications, contracts, reports, and other materials
Designs, develops, and coordinates publication of information on the Internet and printing of department booklets, brochures, and forms
Checks and reviews a variety of data for accuracy, completeness, and conformance to established standards; follows through to correct incomplete data
Collects and interprets data for records and reports
Composes routine correspondence, sorts and distributes mail
Contributes written material to the web and serves as a web writer for the department
Operates standard office equipment, including use of personal computer and related software, such as RecTrac, MS Office, and others
Ensures that assigned Web pages are accurate, timely, and complete by promptly exercising direct publish authority (where applicable) or by promptly forwarding updates to Public Information for review and publishing
Performs other job-related tasks as required.