The Parks and Recreation Department Assistant performs a wide variety of routine and complex administrative-support functions for unit staff and outside user groups. This position assists in the administration of standard operating policies and procedures of the department.
Scope of Responsibility:
The Department Assistant provides lead administrative support to the parks and recreation department and more specifically the department head. The Department Assistant must be able to manage multiple tasks and prioritize duties. This position works under the supervision of the Parks & Recreation Director and has no direct supervisory or budgetary responsibility. The Department Assistant works to provide intermediate troubleshooting and performs analysis and decision making within established parameters with limited financial impact.
The Department Assistant frequently provides department-wide information and is responsible for front-line interaction with public. On occasion, detailed procedural explanations or technical responses are required. Position requires daily and continuous public contact, a high degree of tact, courtesy, and sound judgment. In all aspects of the position there is a responsibility for meeting the overall goals and objectives of the Parks and Recreation Department.
The Department Assistant applies knowledge of current office technology, including, but not limited to, computers, printers, fax, scanners and copy machines. The Department Assistant position requires knowledge and understanding of computer technologies including, but not limited to, word processing, spreadsheet development and maintenance, database development and maintenance, scanning documents, e-mail, website maintenance, online registration and reservation systems and general knowledge of GIS. The Department Assistant applies knowledge of City codes, policies, procedures and practices for a municipal parks & recreation department.
Essential Duties & Responsibilities:
Essential Duties and Responsibilities:
Administrative Operations:
Uses word processing, spreadsheet, database management and other computer software programs to prepare correspondence, council actions, resolutions, commission packets, public notices, reports, community mailings, and other materials for public and internal distribution.
Coordinates details for department special events, meetings, and training sessions.
Coordinates administrative work with professional staff in a team environment.
Schedules and coordinates intra-office and interdepartmental meetings, projects, programs, activities and information flow.
Orders and maintains department materials and supplies.
Works on departmental special projects as assigned.
Financial Operations:
Collects, compiles and processes department-wide time sheets for payroll purposes.
Assists with cashiering, data processing, online registrations and bookkeeping.
Customer Service:
Assists with answering phones, receiving the public, and providing customer service.
Provides information and explanation to the general public regarding programs procedures and resolve customer concerns over the phone, on line and in person.
Analysis, Recordkeeping & Reporting:
Organizes and produces reports, administrative documents and public information bulletins.
Composes, processes and edits wide variety of documents, using judgment with regard to content, accuracy, and completeness.
Reviews and edits department documents to ensure they are error free and ready for public presentation.
Acts as custodian of departmental documents and records.
Establishes and maintains filing systems, controls records and indexes both manually and electronically.
Performs other related duties as apparent or assigned.
Skills & Qualifications:
Knowledge, Skills, & Abilities:
Has excellent organizational and customer service skills
Communicates well verbally and in writing
Develops and maintains good working relationships within the overall organization and individual customers or vendors.
Uses high degree of tact, courtesy, and sound judgment.
Ability and desire to project a professional image through knowledge of job, positive attitude, and accurate and timely completion of work.
Capable of coordinating administrative work with professional staff and working in a team environment.
Ability to simultaneously address multiple projects and deadlines and juggle multiple and changing priorities.
Strong interpersonal skills and ability work with and talk to the public directing and providing advice on information necessary to satisfy any questions or concerns relating to the City.
Minimum Qualifications:
Minimum job requirements: two years of formal training beyond high school and 3 years of related experience or equivalent. Must be competent with Microsoft Office, and Windows operating systems to perform word processing, spreadsheet, and database functions. Minimum typing speed of 60 wpm. General office skills including typing, document preparation and layout, proofreading, transcription, and filing. Experience in a parks and recreation department or municipal government environment desired, but not required. An Associate’s Degree in a related field desirable.
Physical Demands & Work Conditions:
Physical Demands & Working Conditions:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
Most work is in a normal office environment. Limited lifting of twenty pounds or less is required up to 15% of the time. The Department Assistant is responsible for the management of day to day department functions, many of which have deadlines and require significant attention to detail. Approximately 45 – 70% of the time, work is performed at a high level of detail and pressure of deadlines.
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