Office Assistant - Parks and Recreation

General Nature of Work

The purpose of this classification is to perform routine clerical and administrative activities for an assigned division or department.  

JOB RESPONSIBILITIES

The following duties are normal for this position.  The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.  Other duties may be required and assigned.

•   Greet visitors: ascertain nature of business, direct visitors to appropriate personnel, and records/relays messages; initiate and return calls as necessary. 
  
• Perform customer service functions; provide information/assistance regarding departmental services, activities, procedures, forms, fees, or other issues; responds to routine questions, complaints, or requests for service; initiates problem resolution; refers complaints/problems to appropriate personnel. 
  
•  Perform data entry functions by keying data into computer system: enter, retrieve, review or modify data in computer database; verify accuracy of entered data and make corrections; purge old data as appropriate; make copies and distribute to appropriate parties; maintain copies in department manual files. 
  
• Provide support to recreation center/community center staff, program organizers, volunteers, and/or other participants. 
  
• Assist with equipment set-up and break down for programs/events as needed. 
  
• Enforce rules and regulations of center activities to ensure health and safety of participants. 
  
• Monitor facility for cleanliness and safety. 
  
• Maintain file system of various department records; compile documentation; prepare and set up computerized and hardcopy files; sort/organize documents and files documents in designated order; retrieve/replace files; shred/destroy confidential or obsolete documents; conduct records maintenance activities in compliance with guidelines governing record retention. 
  
• Process incoming/outgoing mail and packages: sort, organize, open, and/or distribute incoming mail and packages; process outgoing mail and packages; coordinate with carrier for pickup. 
  
• Assist department management with routine clerical tasks; make phone calls; make copies; receive and sends faxes, etc. 
  
• Prepare, compile, or complete various forms, report, correspondence, log, or other documents. 
  
• Receive various forms, reports, correspondence, logs, phone lists, policies, procedures, directories, reference materials, or other documentation; review, complete, proofread, process, forward or retain as appropriate. 
  
• Communicate with supervisor, City employees, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems. 
  
• Operate a personal computer, general office or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software. 
  
• Available to work days, evenings, and weekends  
  
• Perform other related duties as assigned. 
  

KNOWLEDGE, SKILLS, and ABILITIES

• Ability to determine, calculate, tabulate, or summarize data/information.
  
• Ability to perform subsequent actions in relation to these computational operations.  
  
• Ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations. 
  
• Ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. 
  
• Ability to utilize a wide variety of reference and descriptive data and information.             
  
• Ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs. 
  
•  Ability to carry out instructions furnished in written, oral, or diagrammatic form.  Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action. 
  
• Ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change. 
  

MINIMUM QUALIFICATIONS

High school diploma or GED equivalent; prefer Associates Degree with major coursework in business administration or related field; three years of increasingly responsible administrative/secretarial experience involving frequent public contact and/or combination of training and experience.  Must have a valid State driver’s license.

ADA Requirements:

Individuals applying for the posted position must be able to perform the essential functions of the position with or without a reasonable accommodation.

Physical Requirements: This position classifies the physical exertion requirements as sedentary work involving lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally, and other sedentary criteria are met. 

 Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.