Administrative Assistant PR&SS

Location | Department:46 Church Street Community House | Parks, Recreation & Senior Services

Reports To:Director of PRSS, Assistant Director of PRSS, or their designee

Position Status: part-time, Hourly, Non-Exempt

Weekly

Hours:

Less than 19 hour per week

Salary Classification: N/A

Affiliation: N/A

The purpose of this position is to assist with the daily operations for the Parks and Recreation Department. Under supervision by the Director of Parks, Recreation & Senior Services and the Assistant Director of Parks, Recreation & Senior Services, the employee will perform tasks and duties that are required for the proper development of programming activities and administrative functions for the department.

In addition, the position is responsible for business operations of the department such as scheduling, registration of programs, inventory control, departmental procedures and other coordination of programs assigned.

• Assist with the daily operations.
• Assist with the business operations of the Parks, Recreation & Senior Services Department that may include accounting, scheduling of seasonal staff/instructors, and adherence to departmental operational practices.
• Assist in registration of community members for various programs and activities, including answering questions by email, phone or in person. Administer accurate fee collection process and record as instructed.
• Ensure that the building/facility use procedures and policies are clearly communicated.
• Respond to public inquiries regarding department programs and facility usage.
• Screens incoming phone calls, mail, concerns and questions; serves as first point of contact for community members to answer questions, disseminate program information and explain department’s policies, procedures and programming.
• Accurately composes correspondence and memoranda via letters and email.
• Gathers and enters data to compile departmental reports as required or requested.
• Assist with department fliers and program announcements for dissemination via email, social media outlets, etc.
• Prepares documents and brochures for print, online and social media postings.
• Maintains membership and mailing lists of participants.
• Inspects facility and surroundings to help ensure safety.
• Assist department with special events and programs.
• Assist with keeping department office equipment clean and in proper running order.
• Attend mandatory meetings and training sessions as scheduled.
• Act immediately and appropriately to ensure the safety of participants in the event of emergency.
• Communicate in a professional manner at all times while delivering the highest customer service.
• Ability to enforce town and department policies while providing a high level of customer service to the public, must be diplomatic and calm.
• Arrive prepared and on time for work and consistently demonstrate service excellence.
• Foresee hazards and take steps to control them for the safety of the public.
• All other duties as assigned and appropriate.

• High School Diploma, preferred college degree.
• Two years plus experience successfully working in an administrative assistant position with a focus on delivering outstanding customer service and accurate work product.

Knowledge: Working knowledge of the Parks, Recreation & Senior Service Department; knowledge of how to provide responsive customer service, working knowledge of office procedures, practices, and terminology; working knowledge of database management; proficient in Word, Outlook, Excel, Publisher, Adobe, PowerPoint and other word processing and software applications.

Ability: Ability to communicate effectively with the public and co‑workers; ability to remain alert, attentive and responsible; ability to attend scheduled departmental meetings, in‑service training and mandatory town staff trainings; ability to be proactive in selling programs to others; ability to follow written and oral instructions; ability to work as a team with other employees; ability to adhere to all Town of Branford policies;

ability to multitask, assist…