Office Assistant- Westwood Hills Nature Center

Provide customer service, administrative assistance, and support services for Westwood Hills Nature Center and the Parks and Recreation Department. Primarily serving as receptionist to the nature center and coordinating the program registration process.

First round interviews to take place the week of February 23 and second round interviews to take place the week of March 2nd.

• Customer Service
  • Serve as the receptionist for the nature center front desk. Handle inquiries over the phone, online and in person.
  • Provide timely and accurate responses to customers and direct questions to appropriate staff.
  • Provide first line responses to questions related to department programs and activities.
• Clerical and Administrative Support Services
  • Perform a variety of word processing functions and spreadsheet applications.
  • Handle filing, mail, copying, faxing, data entry and other general office functions.
  • Train part-time staff and volunteers on nature center procedures and keep them updated and informed.
  • Maintain office supplies for the nature center.
  • Answer requests for information.
  • Transcribe letters, minutes and correspondence as needed.
  • Manage files and maintain accurate systems.
  • Input program information into registration software.
  • Gather, prepare and submit information for electronic marketing, nature center website and activity catalog.
  • Maintain attendance reports and visitor door counts.
• Program Registration
  • Prepare reports, class lists, community event tickets, correspondence and other related materials.
  • Provide program information and answer inquiries from the public over the phone, email and in person.
  • Enter, and process registrations and fees.
• Financial and Cash Management
  • Receive, calculate and record daily deposits.
  • Process refunds and gift certificates as needed.
  • Code and process invoices through accounts payable software.
  • Oversee monthly purchase card activity, including invoice review, receipt tracking, expense reconciliation and timely processing.
  • Receive and process donation requests and prepare council reports for accepting donations.
  • Accept and record registration fees.
  • Select, purchase, display and sell items in gift store.
  • Maintain POS system for sales, rentals and registrations.
• Facility Reservations and Equipment Rentals
  • Receive and make reservations for outdoor facilities.
  • Field questions from rentals and prospective rentals, and direct to appropriate staff.
  • Review, print, and post weekly facility schedules.
  • Create daily rental way finding signs and post.
  • Handle outdoor equipment, adaptive wheelchair, and park pack rentals.
• Perform other duties and assume other responsibilities as apparent or assigned.

• High School degree or equivalent.
• Two years administrative office experience including customer service.
• Computer proficiency, including work experience with Microsoft Office 365.
• Strong written and verbal communication skills.
• Ability to:
  • Respond in a courteous and professional manner with both internal and external customers.
  • Handle multiple functions, prioritize items and work effectively under pressure to meet deadlines.
  • Accurately file documents.
  • Maintain confidentiality.
  • Handle multi-line phone system.
  • Communicate effectively with people from all cultures and backgrounds.
  • Demonstrate cultural competency and comfort with supporting the city’s strategic objectives for racial equity.
• Experience with Tungsten, Civic Rec and REACH Media.
• Interest or knowledge about nature and nature center programming.
• College degree in a related field.
• Experience working at a nature center.
• Front counter or retail sales experience, including handling cash and credit card payments.