Parks & Recreation - Office Assistant I, II, III - Park & Recreation Administration

Job description

GENERAL DESCRIPTION Under general supervision, to perform a variety of clerical duties in support of the assigned department; to post, balance, and verify basic financial records; to type technical and financial reports, forms, and letters; to process documents; and to provide assistance to the public. SUPERVISION EXERCISED The Office Assistant I/II/III – Parks & Recreation Administration position exercises no supervision. IMPORTANT AND ESSENTIAL DUTIES Enter registrations/reservations into the Recreation Software Program and collect monies associated with activities. Post to various clerical, fiscal, and other types of records according to prescribed procedures and maintain their files and balances. Receive and process complaints and inquiries by either supplying the information or referring the party to the proper division or department for a reply. Act as receptionist to receive and answer telephone and walk-in requests from the public for information concerning City policies, procedures, and activities. Prepare and type various types of reports; perform other clerical duties including filing, maintaining records, and processing mail. Answer questions and public inquiries within the framework of established policies and procedures. Assist with scheduling ballfield requests and cemetery phone calls and duties. Maintain key deposits and key pick-ups for ballfield use. Operate a City vehicle to travel to various locations as needed. Office Assistant II Input cemetery data into the record system using monthly reports. Schedule and maintain all ballfield requests electronically in Recreation Software as well as tournament requests. Communicates with League presidents and coaches regarding field availability. Assists with records management and records retention schedule. Maintain all damage deposits for facilities. Maintain bookkeeping for daily cash receipts and reports. Process all check requests for Parks & Recreation Administration. Maintain and review current insurance documents for various vendors and leagues. Receive, review and process Special Events applications including guiding applicants through the process. Office Assistant III Accept payments and review proper paperwork for building reservations and activity registrations. Complete monthly cemetery reports, ownership documents and computer data entry. Accept payments and reviews paperwork for Parks and Recreation. Responsible for submitting monthly invoices within the required deadline. Process legal type documents; prepare certified copies of records as necessary. Receive and process complaints and inquiries by either supplying the information or referring the party to the proper division or department for a reply. OTHER JOB RELATED DUTIES Perform other job related duties and responsibilities as assigned. KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of: Proper English grammar, spelling, punctuation, and arithmetic. Office equipment, filing systems, and office procedures. Customer service principles and conflict resolution techniques. Cash handling processes and procedures. Skill to: Type at a speed necessary for successful job performance. Operate office equipment including computer equipment. Self-motivate and effectively establish priorities and meet deadlines as well as multi-task to prioritize several projects Proofread documents with attention to detail. Problem solve and troubleshoot using analysis and critical thinking to resolve issues. Ability to: Learn and operate our Recreation Software. Maintain records and files. Multi-task to efficiently complete job duties. Assemble, organize data, and prepare reports. Interact courteously and tactfully with the public. Communicate clearly and concisely, both orally and in writing. Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally. Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do. Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect. Experience and Training Guidelines: For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through: Office Assistant I Experience: One (1) year of general clerical experience is required. Bi-Lingual Spanish is preferred. Education/Training: A high school diploma or GED is required. License or Certificate: A valid Texas driver’s license, the ability to obtain one within ninety (90) days of employment, or a military waiver is required. Office Assistant II Experience: Three (3) years of administrative clerical experience is required. Cash handling experience is required. Education/Training: Demonstrated competency in Open Records and Retention management or the ability to complete Open Records Management training within ninety (90) days of employment is required. Demonstrated competency in Plotbox cemetery software or the ability to complete training in Plotbox cemetery software within ninety (90) days of employment is required. Demonstrated competency in Eproval software or the ability to complete training in Eproval software within ninety (90) days of employment is required. Office Assistant III Experience: Five (5) years of administrative clerical experience is required. Education/Training: Demonstrated advanced level competency in Active Net software platform or the ability to complete advanced training in Active Net software platform within ninety (90) days of employment is required. License or Certificate: Possession of or the ability to obtain a HIPPA certification within ninety (90) days of employment is required. Special Requirements: Essential duties require the following physical skills and work environment: HIPPA compliance training is required within ninety (90) days of employment. Ability to work flexible hours including mornings, nights, and weekends. Ability to travel to other work locations. Codes for how often: N = No E = Extensive (100 – 70% of the time) M = Moderate (60 – 30% of the time) I = Infrequent (20 – 10% of the time) A = Almost Never (<10% of the time) Code / Task _M_ Standing _M_ Sitting _M_ Walking _I__ Lifting _I_ Carrying _I__ Pushing/Pulling _A_ Overhead Work _E_ Fine Dexterity _M_ Kneeling _I_ Crouching _A_ Crawling _M_ Bending _M_ Twisting _A_ Climbing _I_ Balancing _E_ Vision _E_ Hearing _E_ Talking ___ Other: ____________________