Administrative Assistant II; Parks & Recreation

Responsibilities

• Responsible for providing administrative support for the Parks and Recreation Division.
• Registers adult and youth participants in recreational activities by entering data into a relational database.
• Provides customer service to Parks and Recreation clientele by screening and handling a variety of inquiries independently.
• Answers a high volume of incoming calls; greets visitors and responds to a wide variety of inquiries; directs inquiries to appropriate personnel as required.
• Registers residents into recreational and instructional programs throughout the year; maintains data in a computer database (Rec Trac, a Parks and Recreation Software System); collects registration fees, inputs data for each individual, and assigns them to a particular program; records monetary transactions, assigns to a team or roster, prints rosters, makes copies, and distributes.
• Performs a variety of purchasing and fiscal duties, including, but not limited to, preparing requisitions and RFPs, ordering and receiving supplies, and verifying invoices.
• Examines daily cash and credit card reports in Rec Trac to track revenue received through program registration activity; uses software to generate a variety of enrollment and financial reports; works in Munis (financial system) to ensure proper posting of refunds to the correct G/L codes.
• Provides administrative support to Recreation Supervisors by preparing a variety of reports, publications, correspondence, and memos, and by photocopying materials.
• Submits and tracks work orders in Facility Dude and work order systems.
• Responsible for reserving use of the Dr. Martin Luther King, Jr. Community Building at Charles Brown Park; maintains the monthly report regarding the usage of the park and updates the Outlook and online calendars.
• Assists with maintaining data in the computer database (Rec Trac, a Parks and Recreation Software System) for the Senior Center; sends mass emails to patrons regarding upcoming event programs and cancellations.
• Assists with staffing special events hosted by the Division held after normal working hours.

This position requires an on-call status in emergency situations, such as hurricanes, and may be assigned to work in emergency shelters or other designated areas as directed by the Emergency Operations Center. Additionally, this position requires the incumbent to be available occasionally for work outside normal office hours for special events, such as the 4th of July, employee picnics, and Yorktown Market Days.

• High School Diploma and 3 years of experience in administrative work, or any equivalent combination of education and experience which provides the required knowledge, skills, and abilities.
• Thorough knowledge of Microsoft Office software.
• Effective oral and written communication skills.
• Some knowledge of Rec Trac, a Parks and Recreation Software System.
• General knowledge of office systems, practices, and procedures.
• Some knowledge of basic account procedures. Ability to handle multiple projects effectively.
• Ability to deal tactfully and effectively with a wide variety of people, including the general public, citizens, and elected officials.
• Must be physically able to operate a variety of automated office machines that include a copier, facsimile machine, etc. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time.
• This job is contingent upon successful completion of pre-employment checks to include background checks.

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