Administrative Assistant (Givens Recreation Center/Austin Parks and Recreation)

About This Position

Job Description:

Administrative Assistant

Purpose:

Work in conjunction with other administrative personnel to perform a wide variety of administrative support tasks.

Duties, Functions and Responsibilities:

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

• Greets visitors, handles their inquiries, and directs them to the appropriate person.

• Answers multi-line telephones, or two-way radios and directs calls or takes messages.

• Maintains office supply inventories by placing orders.

• Schedules and coordinates meetings.

• Distributes, disperses, and reconciles petty cash requests.

• Types letters, memos, forms and other correspondence.

• Picks up, sorts and delivers mail to appropriate person.

• Files and retrieves documents, records and reports.

• Maintains records, enters data and retrieves data as needed.

• Analyzes and interprets data and prepares reports.

Responsibilities - Supervisor and/or Leadership Exercised:

• None.

Knowledge, Skills, and Abilities:

Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Knowledge of applicable processes, techniques and methods.

• Knowledge of city practices, policy and procedures.

• Skill in oral and written communications.

• Skill in using computers and related software.

• Skill in handling multiple tasks and prioritizing.

• Skill in data analysis and problem solving.

• Skill in planning and organizing.

• Ability to work with frequent interruptions and​ changes in priorities.

• Ability to establish and maintain good working relationships with city employees and the public.

Minimum Qualifications:

• Graduation from an accredited high school or equivalent, plus three (3) years of experience in general clerical/secretarial experience.

• Education and or experience will substitute for the minimum qualifications.

Preferred Qualifications/Experience:

• Administrative experience including responding to public inquiries, providing general center information, and assisting and directing visitors.

• Experience working in a fast-paced environment and communicating with diverse populations and communities, in person, by phone, email and chat.

• Experience using payroll software to perform payroll and timekeeping functions including entering, auditing, and reconciling employee time sheets.

• Experience with cash handling, including point of sale (POS).

• Experience with reviewing, tracking, and preparing financial documents.

Preferred Skills:

• Ability to fluently communicate (reading, writing, speaking) in English and Spanish.

• Experience with Microsoft Office including Word, Excel, Outlook and Teams.

• Experience using RecTrac or similar registration software for tracking, record keeping and file maintenance.

Other:

• Ability to travel to more than one work location.

Notes to Candidate:

The City of Austin Parks and Recreation (APR) provides, protects and preserves a park system that promotes quality recreational, cultural and outdoor experiences for the Austin community. Working with the City of Austin provides a number of health and welfare benefits, such as medical, paid leave time, a great retirement plan, training opportunities and more! Click HERE for more information.

The purpose of this Administrative Specialist position is to serve as a front desk receptionist providing information and assistance to the recreation center visitors and completing administrative tasks as needed.

Application Instructions/Job Requirements:

• Application: A detailed, complete application is required, and applicants must include on their Employment Record all experience (work and/or volunteer) related to this job posting – up to 10 years or more; this will be used to determine your base c