Secretary (Leisure Services

This position provides administrative and secretarial support for assigned Leisure Services Department operations.

• Answers telephone, provides information to callers, takes messages, greets visitors, and directs them to the appropriate area/individual. May answer various inquiries.

• Provides information to the public regarding department services and functions; provides assistance; refers to appropriate staff as needed.

• Schedules appointments, arranges for accommodations or reservations, and keeps expense records of activities.

• Sorts and distributes incoming mail.

• Assists the public and/or external organizations for program and class registration, event reservations, tournament questions, etc. via the online Civic Rec platform.

• Collects and receipts a variety of fees and other payments.

• Schedules assigned facilities for department programs and events and for use by the public.

• Receives, reviews, and processes invoices for payment.

• Prepares a variety of correspondence, forms, and reports.

• Maintains assigned employee records.

• Assists in preparing news releases, calendars, brochures, and other promotional information.

• Maintains assigned files and records.

• Operates word-processing software to create documents, etc., such as, but not limited to, tables, reports, letters, speeches and other presentation materials, macros, charts, forms, camera-ready copy, graphics, synchronous columns, and specifies all variables to be used in same.

• Assists with department events and scheduled tournaments in a support role, such as collecting gate fees, depositing money, and preparing post tournament reports.

• Provides hospitality for tournaments and events; including but not limited to ordering food and supplies, delivering food, and soliciting donations from sponsors.

• Enters information into computer; uses the computer system to retrieve a variety of daily, monthly, and yearly reports, etc.; maintains routine financial records; proofs and corrects reports.

• Composes routine letters or memoranda as response to routine mail, in-person, or phone requests for information or action.

• Keeps varied clerical records, prepares varied reports relating to facility operation, and indexes and files office records.

• Makes copies of correspondence or other printed material, using copying or duplicating machine.

• Orders materials and supplies for facility.

• Researches information from various sources and gathers information for supervisor.

• Performs related duties.

• Knowledge of departmental rules, regulations, procedures, and functions.

• Knowledge of business English, spelling, punctuation, and arithmetic.

• Knowledge of customer service principles and practices.

• Knowledge of computers and job-related software programs.

• Skill in the use of computers, copiers, printers, and other office equipment.

• Skill in transcribing dictation and in keying from rough draft or plain copy at a working rate of speed.

• Skill in interpersonal relations and in dealing with the public.

• Skill in oral and written communication.

• Ability to understand and follow oral and written instructions.

• Ability to work independently on difficult or complex clerical tasks.

• Ability to maintain confidentiality of records.

The supervisor assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the results.

Guidelines include city and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

• The work consists of related secretarial duties. Frequent interruptions contribute to the complexity of the position.

• The purpose of this position is to provide secretarial support for assigned facility operations. Success in this position contributes to the efficiency and effectiveness of those operations.

• Contacts are typically with co-workers, other city personnel, vendors, representatives of external organizations, and the public.

• Contacts are typically to provide services, to give or exchange information, or to resolve…