Parks and Recreation Administrative Services Division Secretary

Description/Distinguishing Features

This is varied clerical work performing secretarial and money handling duties. Employees in this class perform a wide variety of secretarial and general administrative tasks which require application of independent judgment. Work also involves a considerable amount of typing and money handling but does not require the use of stenography.

The employee in this position is responsible for the processing and tracking of data, attendance within meetings, minutes/note preparations.

• Provides secretarial duties including administrative support for the Parks and Recreation Department
• Maintain complex and detailed files and records.
• Friendly demeanor for interacting with the public in person and via telephone.
• Answer citizen inquiries or routes to appropriate staff.
• Maintains appointments for supervisor and/or department managers/director as directed.
• Types correspondence, reports, memoranda, statistical data, invoices, and other materials as assigned.
• Proofreads transcript for errors; prepares routine reports on own initiative, as assigned, or assists department head or technical personnel to prepare difficult or technical reports.
• Operates various office machines, including copy machines and computers.
• Takes in monies daily from the public, balances cash at the end of each day.
• Responsible for inputting all property reservation and event requests into computer system; registers public for recreation programs and leagues and coordinates paperwork required for same and performs related work as needed.
• Track all reservations utilizing recreation software;
  Serves as secretary to PRAB board.
• Prepares park and facility use reports and other reports as necessary.
• Works with citizens to provide information and communicate venue options for a variety of event types.
• May provide support/update for social media outlets-websites, Facebook, etc.

• Considerable knowledge of business English, spelling, punctuation, and arithmetic.
• Knowledge of office practices, procedures, and machines including computers.
• Considerable knowledge of Microsoft Office software.
• Ability to rapidly acquire knowledge of municipal and departmental policies and procedures, and to apply this knowledge to work situations; ability to understand and carry out moderately complex oral and written instruction.
• Ability to establish and maintain effective working relationships with general public and with fellow employees.
• Ability to make arithmetic computations accurately with reasonable speed, tact, and courtesy; ability to handle and balance cash accurately; and ability to multi-task is essential.

This position requires passing a typing test of 40 wpm and an Excel proficiency test. An in-house written test will also be provided for this position.

• Experience in general office or related clerical work, including some experience in skilled word processing, spreadsheet and computer work; experience handling cash.
• Graduation from a standard high school, including or supplemented by courses in business practices and computers; or any equivalent combination of experience and training which provides the essential knowledge, skills and abilities.

The City of Kalamazoo is an Equal Opportunity Employer. We are committed to creating a diverse, equitable and inclusive organization where different perspectives and experiences are welcomed and encouraged. Studies have shown that women and people of color, are less likely to apply for jobs unless they meet all of the qualifications listed. The City of Kalamazoo is most interested in finding the best candidate for the job, and that candidate may be one from a less traditional background.

If you have transferable experience, please tell us about it. This approach will give each current and potential employee the opportunity to learn, grow and contribute to the City of Kalamazoo.

• The City of Kalamazoo offers competitive benefits including health, dental, and vision insurance, flexible spending accounts, group life insurance, long and short-term disability, paid time off, a defined benefits pension plan, a 457 deferred compensation plan, and a retirement health care savings plan (HCSP). Benefits vary based on the bargaining unit of a position.
• The City of Kalamazoo also operates a convenient health clinic that is open to employees, retirees, and their families and provides routine medical services and prescriptions.
• The benefits for this position are negotiated between the City of Kalamazoo and the Kalamazoo Municipal Employees Association (KMEA).

Please note:

these benefits are subject to change.

01

Do you have at least one year of cash handling experience?

• Yes
• No

02

Do you have at least one year of experience working in an office?

• Yes
• No

03

Do you have experience with Microsoft Office applications?

• No
• Yes

04

Do you have strong skills in oral and written communication?

• Yes
• No

05

Do you have considerable knowledge of business English, spelling, punctuation, and…