PT Administrative Assistant III

Job Summary

Under general supervision, the Administrative Admin III (Part‑time) provides customer service, performs a variety of administrative duties, and coordinates the planning and execution of events and programs for the Parks and Recreation Department. This role combines clerical responsibilities with event coordination to ensure the efficient operation of the department and the successful delivery of community‑focused events and services.

• Implement year‑round events and programs in collaboration with the Community Center Supervisor, applying knowledge of event planning principles and customer service practices.
• Select and manage vendor relationships, negotiate contracts, and ensure compliance with all specifications, utilizing effective problem‑solving and negotiation skills.
• Communicate continuously with clients to meet requirements, provide excellent customer service, and manage guest interactions before, during, and after events.
• Conduct post‑event debriefings and generate reports on event successes, incorporating client and attendee feedback with attention to detail and accuracy.
• Provide operational support during events and assist other departmental divisions as needed, demonstrating professionalism and adaptability.
• Perform general clerical tasks such as copying, filing, data entry, and document preparation, demonstrating proficiency in Microsoft Office applications and standard office equipment.
• Maintain and update license and certification records, and departmental spreadsheets, ensuring compliance with records maintenance practices and retention policies.
• Prepare invoices, reports, memos, and letters using word processing, spreadsheet, and database software with speed and accuracy.
• Conduct supply inventories, create requisition forms, confirm deliveries, and process payments, applying knowledge of office procedures and practices.
• Assist with staff travel arrangements and prepare travel vouchers and information packets.
• Provide accurate information and direct inquiries to appropriate departmental contacts, utilizing tactful and professional interaction skills.

The position requires the ability to work in a standard office environment and move throughout event spaces and community facilities. Duties may include sitting, standing, walking, kneeling, reaching, twisting, and lifting. The role involves occasional lifting and carrying of items up to 25 pounds, such as event supplies or office materials. The employee must be able to set up and break down event equipment and navigate indoor and outdoor spaces, including stairs and uneven terrain.

• High School diploma preferred
• Clerical, customer service, or event coordination experience
• Proficiency with Microsoft Office and office equipment
• Valid Driver License
• Basic office equipment and Microsoft Office use
• Simple math, organization, and communication skills
• Ability to follow instructions and handle calls professionally

Part‑time employees are not eligible to receive the City of Victoria benefits package.