Administrative Assistant

Summary of Duties: Provide a wide variety of customer service-related, administrative and office management facilities by performing the following duties.

Essential Duties and Responsibilities:

• Answers incoming telephone calls, determines nature of business, and forward to appropriate department or personnel. Take or deliver messages as appropriate. Transfer calls to voice mail when personnel are unavailable.
• Maintain and inventory supplies.
• Perform other secretarial duties as needed, such as typing, filing, and photocopying.
• Performs other duties as assigned.

Responsibilities for Aquatics:

• Provide customer service to department customers by answering questions and providing information.
• Greet on-site visitors and/or customers in the front lobby area at PARDES II Building, determine nature of business and direct to appropriate department or personnel.
• Independently perform office support duties for the department including maintain files, route incoming and outgoing mail, make copies, send faxes, printing labels, and other miscellaneous administrative support activities.
• Route incoming mail.
• Prepare daily cash reports and confirm deposits.
• Help coordinate the annual Aquatics End of the Season Banquet.
• Update and record new season hotline information line with pool schedules, dates, etc.
• Report Data Chart to track pool(s) revenues, attendance, day care and first aid numbers.
• Prepare and mail invitations letters to Day Cares regarding pool reservations.
• Enter pool reservations and fees into the system.
• Assist in coordinating travel forms for department.
• Monitor Day Care payments and create invoices.
• Prepare weekly/monthly revenue, attendance, and reservation reports.
• Perform other such duties and functions as may be necessary or incidental to the proper performance of this position.
• Employee may be required to work special events on nights, weekends, or holidays.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and distance vision.

Work Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Good: Relatively free from unpleasant environmental conditions or hazards. Office environment and little physical effort are required.  The noise level in the work environment is usually moderate.

Minimum Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.