Administrative Support Technician - Parks / Rec (previous applicants will be considered)

Overall Job Objective

Summary

Under general supervision, performs a variety of administrative support functions for the Parks and Recreation Department

Minimum Qualifications

Experience equivalent to three years full-time administrative support; OR completion of an Associates Degree or certification in Office Management or closely related area may substitute for two years of the required experience; OR an equivalent combination of training and experience which provides the capabilities to perform the position duties. Prefer experience constructing and overseeing department processes. Must possess a valid Arizona Drivers License and be insurable under the Communitys insurance carrier. Must complete and pass a background check.

Examples of Duties

• Performs various routine clerical duties, utilizing standard office equipment, to include: screening incoming calls; taking and transmitting messages; maintaining calendars; keying information into databases; making photocopies; performing data entry; faxing documents; typing; and word processing.
• Types a variety of documents with utmost accuracy, which may include: correspondence, reports, memos, notices, forms, contracts, schedules, meeting agendas and minutes, and/or other related materials.
• Responds to requests for information from the general public; answers routine questions both in person (walk-ins) and on the telephone.
• Tracks facility reservations. Directs visitors to appropriate locations.
• Provides front-line customer service during Recreation Program events. Assists recreation staff with special events, sports leagues, tournaments and other Recreation Programs. Responds to telephone inquiries, handling facility reservations and visitor walk-ins.
• Assists in monitoring and tracks departments expenditures by preparing and maintaining internal expenditure spreadsheet; prepares a monthly report on budget compliance with fiscal year approved budget.
• Maintains filing system which may include entering, sorting, and verifying data into a computer system.
• Prepares and processes routine and non-routine forms, requisitions, purchase orders, payments, claims, warrants, and/or other related items in support of the department operations.
• Greets visitors, screens and responds to incoming mail and telephone calls, including finding answers to questions and/or referring queries to the appropriate staff member as needed.
• Assists in ordering, receiving, stocking and distribution of office supplies. Aids in the design and maintenance of inventory process. Performs spot checks of inventory and orders supplies as needed
• Attends a variety of office related meetings, activities, events, and functions as directed by supervisor and prepares meeting minutes when required.
• Organizes and expedites workflow through the office.
• Performs other work-related duties as assigned.

Other Requirements

• Knowledge of the principles and practices of office management.
• Knowledge of proper business English, spelling, grammar, and basic arithmetic.
• Knowledge of a variety of computer software, including word processing, database, spreadsheet applications and other relevant software used in managing documents, data and reports.
• Knowledge of department budgetary procedures and processes which includes budget planning, allocation and monitoring to ensure compliance with Community procedures.
• Skill in preparing a variety of records, reports, and correspondence using appropriate format.
• Skill in following complex oral and written instructions, and understanding and interpreting complex rules, regulations, policies, and procedures.
• Skill in organizing and dealing with both physical and digital records to ensure easy retrieval and secure storage.
• Skill in operating a variety of office equipment, including computer, scanner, adding machines, fax machines, printers, copiers, and networked telephones.
• Skill in establishing and maintaining effective working relationships with Community Council and Community Members, Federal and State Agency personnel, department directors, co-workers and the general public.
• Skill in creating an organized, efficient working environment.
• Ability to design an organized work environment that promotes productivity and minimizes disruptions,
• Ability to create accurate, well-organized documents that meet required standards and formats.
• Ability to work in a fast-paced office, to meet multiple deadlines, and handle multiple tasks and priorities.
• Ability to adapt to a dynamic workload with competing priorities while ensuring timely and accurate completion of tasks.
• Ability to deal tactfully and courteously with others while maintaining professionalism and respect in all communications.
• Ability to safeguard sensitive information ensuring privacy while maintaining strict confidentiality both within and outside the office.