Programs And Facilities Administrative Support Assistant

Administrative Support Assistant

JOB TITLE:                 Administrative Support Assistant

CLASSIFICATION:    Non-Exempt

DEPARTMENT:        CRE/Programs & Facilities

SUPERVISOR:          Programs & Facilities Office Manager

GENERAL JOB DESCRIPTION                                                                                                  

To perform an extensive variety of parks & rec administrative clerical work and customer service in support of the Programs & Facilities Division; to provide information and assistance to the public regarding recreation programs/activities/sports and parks facility/shelter/athletic reservations as well as department or division policies and procedures including answering phones and assisting walk-in customers; and to type and proofread a variety of documents and correspondence; as well as collecting payment for registrations & rentals.

PRIMARY DUTIES AND RESPONSIBILITIES                                                                              

• Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner; answer the telephone and wait on the public; take messages and transfer calls to appropriate personnel; provide information on departmental and City policies and procedures as required.
• Prepare, type, word process and proofread a variety of documents including general correspon­dence, agendas, reports, memoranda and statistical charts from a rough draft or verbal instruction; perform a wide variety of general clerical work including the maintenance of accurate and detailed logs and records; verify accuracy of information, research discrepancies and record information.
• Maintain a calendar of activities, coordinate activities with other City divisions or departments, the public and outside agencies.
• Collect monies; reconcile and balance cash drawers; issue receipts and refunds.

• Prepare requisitions, purchase orders, and sending accounts to Collections for assigned divisions. 
• Provide information and forms to the public as needed; apply departmental policies and procedures in determining completeness of applications, forms, records, and reports.
• Accept fees for registration, reconcile cash drawers; maintain office forms and accurate inventory information while also participating in coordination of various programs; register participants in special events and sports leagues; accept fees, balance, and reconcile.

SECONDARY DUTIES AND RESPONSIBILITIES                                                                                                               

• Attend and participate in professional group meetings; stay abreast of new trends and innovations.
• Estimate time, materials, and equipment required for jobs assigned; requisition materials as required.
• Prepare forms, procedures, and reserve departmental facilities, equipment, and materials.
• Operate a variety of communications and office equipment including a multi-line telephone, copiers, and computers; input and retrieve data and text.
• Travel to various rental facilities for showing facilities and dropping off Deposit, Requisitions, and other materials to the main City