Secretary - Parks & Recreation

Description

Provide administrative support to department activities. Screens multiple telephone lines; directs customers; performs responsible clerical and administrative duties.

The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

• Provides administration, clerical support, and customer service by answering phones; greeting customers; relaying messages; directing customers to appropriate person or division. Types and prints meeting minutes; utilizes various computer programs; maintains waiting lists; orders office supplies.
• Issues transportation vouchers; prepares criminal background checks; assists other employees and departments and provides assistance to customers through Active Net with program registration, providing information, printing passes and accepting payments.
• Assists with marketing and promotions by creating and changing web page to display current information; maintains community relations; advertises special and upcoming events on webpage and community calendar; compiles information, edits and designs the department’s E-Newsletter and Newsletter; participates in city events; maintains mailing list; organizes list of vendors for special events.
• Assists in weekly payroll process; prints time sheets as requested; scans time sheets and payroll as needed; printing reports; and enters employees’ hours into specified program.

ADDITIONAL DUTIES

• Answers questions; processes applications; sends out records.
• Opens and distributes mail.
• Assists with revenue deposits, reports, and check requests by receipting revenue from all divisions; prepares deposits; prepares financial reports and types, copies, files and distributes check requests and checks.
• Performs additional duties to support operational requirements as assigned.

Education and Experience
High School Diploma or GED supplemented by six months to one year of post-secondary study or training: e.g. community college, vocational, business, technical school. No experience is required.

An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above

Certifications/Licenses

• Valid Driver’s License with acceptable driving record according to City Criteria
• Active commission as a Notary

Job Knowledge
Basic familiarity with the work to know common principles and terminology and to understand and solve simple problems.

Reading
Intermediate:
Ability to read papers, periodicals, journals, manuals, dictionaries, and thesauruses.

Writing
Intermediate:
Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.

Math
Basic:
Ability to perform the four basic arithmetic operations (addition, subtraction, multiplication, division).

Communication Skills
Requires regular & routine interaction involving exchange and receipt of information.

Independence and Decision-Making
Normally performs the job by following established standard operating procedures and/or policies. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically.

Technical Skills
Work requires the use of standard technical skills appropriate to the work environment of the organization.

Fiscal Responsibilities
No budgetary/fiscal responsibility.

Supervisory Responsibilities
No responsibility for direction or supervision of others.

PHYSICAL DEMANDS
Work is sedentary in nature, requiring occasional light physical exertion. Requires adequate vision, hearing and talking to use a computer, telephone and communicating effectively with others.

NON-PHYSICAL DEMANDS

• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
• Regular and predictable attendance is expected.
• May frequently work with others as part of a team.
• May occasionally experience time pressure, frequent change of tasks, performing multiple tasks simultaneously, tedious or exacting work, and noisy/distracting environment.
• May rarely experience irregular work schedule/overtime.

MACHINES, TOOLS, EQUIPMENT, SOFTWARE AND HARDWARE
Typically requires use of standard office equipment, including computer and related hardware and software, and any other equipment as appropriate or required.

WORK ENVIRONMENT
This work is normally performed in an office environment where there are no health, safety, or environmental factors. The employee is not exposed to environmental hazards and does not normally require the use of protective equipment.