Administrative Assistant - Parks, Recreation, and Maintenance

Posting number: 04495

Department: Parks, Recreation & Maintenance

Division: Parks & Rec Admin

Job classification: Administrative Assistant

Posting type: Open

Categories: Administration, Administrative Assistant, Paraprofessional, Parks and Recreation, Office and Administrative Support

Summary

The City of Fayetteville's Parks, Recreation, and Maintenance Department is currently recruiting for an Administrative Assistant to perform a wide variety of responsible office support work in carrying out the day-to-day clerical and administrative activities in support of the operations of the department. Positions in the administrative assistant role serve as the principal office/administrative support for a manager (Division Head/Assistant Director) requiring considerable knowledge of the work environment and of the work performed by the manager, and function as an extension of a manager.  The organizational placement, the extent of authority delegated to the administrative assistant, and the degree to which the administrative assistant can act on a manager’s behalf are crucial elements in the administrative assistant role.

Examples of duties

1. Screen incoming mail, visitors and telephone calls and route as appropriate based on information obtained; assist the public by providing information concerning services provided, explain policies and procedures requiring interpretation of policies, procedures, and guidelines; resolve problems within area of assignment requiring research of background information.
2. Serve as a liaison between department and other internal departments and/or external agencies; contact the public and outside agencies for the purpose of obtaining, clarifying, and providing information, and making referrals.
3. Schedule, arrange, and coordinate division activities, meetings, conferences, travel and various events; maintain calendar of activities and resolve any conflicts in scheduling; may coordinate special events and activities for the department and/or preparation and dissemination of invitations for elected officials.
4. Establish and maintain a variety of records, reports, logs and files; develop reports concerning new or ongoing programs and program effectiveness; gather and compile information for various reports to include statistical reports.
5. Participate in administrative duties relating to the area of assignment; compose and edit a variety of general correspondence, comprehensive reports, minutes of meetings and agendas; verify accuracy of information, research discrepancies and record.
6. Participate in the preparation of the division and/or department budget and in monitoring expenditures.
7. Requisition supplies and materials as required; may monitor the issuance and return of department tools, equipment, and related materials; process invoices and statements for payment.
8. Operate a variety of office equipment including copiers, facsimile machines and computers; input and retrieve data and text; organize and maintain disk storage and filing.
9. Provide guidance, direction and review work of office support staff assigned to the various units reporting to the division; may train employees on specialized software applications.
10. Establish and maintain a personnel file structure; determine record retention and destruction requirements; oversee filing procedures.

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Qualifications

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:
Three years of increasingly responsible experience in office support work.

Training:
Equivalent to completion of the twelfth grade supplemented by specialized secretarial or office management trai