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.

• 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.

Supervisor and/or Leadership Exercised:
None.

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.

• 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.

• 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.

• Ability to fluently communicate (reading, writing, speaking) in English and Spanish.
• Experience with Microsoft Office including Word, Excel, Outlook and Teams.
• Experience using Rec Trac or similar registration software for tracking, record keeping and file maintenance.

• Ability to travel to more than one work location.

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! 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.

Tasks may involve bending, lifting, walking, carrying or using a force equal to lifting up to ten (10) pounds. Prolonged periods of sitting at a desk and working on a computer. Must be physically and mentally able to communicate, respond and work with participant’s needs and safety issues.

APR reserves the right to close posted positions prior to the advertised close date, based on recruitment strategies and business needs. This posting may be used to fill other vacancies in other divisions/work locations within the City of Austin Parks and Recreation. Decisions on assigned selection will be made at the time of hire based on the business needs of the department.

If you are selected for this position and meet the Driver Safety Standards in the City of…