Administrative Assistant I - Parks and Recreation

PAY RANGE DOQ: $18.23 - $29.17/HR.

Position Summary:

Performs moderately advanced clerical, secretarial and staff assistant work which includes the operation of a desktop computer and telephone, processing division expenditures for payment, processes work orders and other division paperwork, accepts participant registrations, payments and requests along with direct public interaction through telephone calls, e-mails and walk-up customers. Work is reviewed through oral and written reports, discussion, and results obtained.

Essential Duties and Responsibilities:

The following duties are illustrative and not exhaustive. 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.

• Performs duties of a staff assistant nature and participates directly in the work of the individual(s) supported. Secures details of specialized information, coordinates office work, and provides information regarding the services and operation of the unit.

• Receives and screens calls. Refers callers to other employees/departments. Takes notes and minutes of conferences, meetings, and functions as required.

• Maintains a variety of important files. Prepares new files for new projects. Archive files once completed and no longer needed in the main office. Sets up and maintains specialized office files. Files letters, reports, and related technical information in the prescribed manner. Assembles information for use by others.

• Types using PC-based word processing, spreadsheet, presentation, and desktop publishing software. Composes and processes letters, forms, reports, schedules, manuals, booklets, requisitions, purchase orders, work orders, and related paperwork. Types information or enters data containing technical terminology into computer. Retrieves data for reports.

• Processes recreation program registrations and coach background documents by receiving them by mail, walk-up customer, or on-line. Cashiers registration funds received, enters all info into the database, and tracks any special situations with the customer.

• Coordinates court-ordered community service personnel including review of court documents and documentation of hours worked.

• Maintains office supplies inventory.

• Coordinates needed service for office equipment.

• Retrieves, document, and delivers mail. Prepares and ships mail and packages.

• Provides back-up for the Parks Division Administrative Assistant II.

• Processes and tracks pavilion rental permits issued to citizens and various groups/organizations.

• Data entry using Tyler Munis & Tyler Cashiering, including creating and closing purchase orders for the department, payroll entry. Includes daily balancing and closing of money collection batches and preparing deposits and documentation.

• Assists Recreation Division occasionally with overtime hours for program activities and special events.

• Performs other job duties as assigned

Minimum Qualifications:

To perform this job successfully, an individual must be able to carry out each essential duty or responsibility satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities; education and/or experience; and certificates or licenses required in order to fill the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Knowledge, Skills, and Abilities:

• Ability to effectively deal directly with City personnel and the public while exhibiting excellent customer service skills.

• Ability to maintain files in a very orderly manner to make accessibility to important information as easy as possible.

• Ability to maintain administrative, fiscal, and general records, prepare records, and answer questions from records.

• Ability to compose professional correspondence and perform routine office management details without direct supervision.

• Ability to proofread text and data to provide accurate information for sensitive and non-sensitive issues.

• Ability to learn and maintain knowledge of the department’s policies, procedures, and practices.

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

• Ability to utilize business mathematics.

• Ability to read, write, speak, and understand spoken Spanish is preferred.

• Thorough knowledge of the entire MS Office Suite.

• Skills in the operation of computers and office equipment.

Education and Experience:

• High school diploma or possession of an acceptable equivalent diploma.

• Two years’ experience involving secretarial/clerical duties including the operation of a personal computer.

• Experience in customer service by direct contact with the public.

• Experience with Microsoft software, especially Word, Excel, Publisher, PowerPoint.

• Experience in complex filing preferred but not mandatory.

• Experience using Tyler Munis Financial Software preferred but not necessary.

Certificates and Licenses:

• Must possess and maintain a valid Florida Driver License and be insurable by the City’s current insurance carrier.

Supervisory Responsibilities:

• N/A

Essential Physical Abilities:

Code: Constant = 2/3 or more of the time

Frequent = from 1/3 to 2/3 of the time

Occasional = up to 1/3 of the time

N/A = Not applicable

Environmental Conditions:

Code: Constant = 2/3 or more of the time

Frequent = from 1/3 to 2/3 of the time

Occasional = up to 1/3 of the time

N/A = Not applicable

Emergency Responsibilities:

In the event of an emergency or disaster, an employee may be required to respond promptly to duties and responsibilities as assigned by the employee’s department, Emergency Management or City Administration. Such assignments may be before, during or after the emergency/disaster.

Disclaimers:

This job description is not intended to, and does not, constitute an offer of employment or a contract for employment or the terms and condition of employment. The City of Plant City has the right to revise this job description at any time.