Nature of Work

Do you have strong customer service skills and an interest in supporting Bellingham’s Parks & Recreation programs and activities? The City of Bellingham’s Parks & Recreation Department is currently recruiting an Office Assistant II to assist the community in engaging with the department’s programs and services.
The Parks & Recreation Office Assistant provides clerical support to the Department. Work includes serving as the receptionist, utilizing a multi-line phone system, responding and/or directing citizen calls, providing department information to the public, processing registrations and acting as a cashier. Performs a variety of detailed clerical and support tasks utilizing computerized systems including: preparing correspondence, forms, reports, mail merges and developing departmental promotional materials. Performs basic web editing, data entry, posting, scanning and uploading documents and correcting broken links on the City’s public and internal web sites and social media. Assists with responding to information requests, records requests, maintaining manual and electronic records and records retention. Supports accounting functions including data entry tasks for payroll/timekeeping, accounts payable functions and generates reports. Works on special projects and performs other duties as assigned.
SALARY AND BENEFITS:
This position will start at Step 1 ($21.70/hour). Employees receive step increases annually in accordance with the Guild of Pacific Northwest Employees, Local 1937 Collective Bargaining Agreement and City policy. The 2023 full hourly range for this position is $21.70 - $26.75. For internal candidates, placement within the range is based on City Pay Placement Procedures.
City of Bellingham employees receive medical, dental, and vision insurance as well as life insurance and long-term disability. Additional benefits include flexible spending accounts, a medical insurance opt-out program, and access to our employee assistance program. All eligible City employees are enrolled in a Washington State Department of Retirement Systems pension plan. Additionally, employees may elect to participate in the City’s 457 deferred compensation retirement savings plan.
Employees will receive 12 paid holidays in addition to one paid floating holiday each year. Employees accrue 8 hours total of contract and state sick leave per month in accordance with the collective bargaining agreement and Washington State Law. At the time of hire, employees will accrue 7.33 hours of vacation per month. Vacation accruals increase based on years of service. Leave accruals are based on 1.0 FTE, accruals are pro-rated if part-time and require employee to be in paid status at least 120 hours/month.Closing Date/Time: Monday, June 17, 2024, 8:30 AM Pacific Time
ESSENTIAL FUNCTIONS OF THE JOB:

• Provides clerical support as assigned: utilizes Outlook, Word, Excel, PowerPoint and Publisher to produce routine departmental correspondence, including letters, forms, departmental memos, reports, meeting notes, program flyers, park brochures, event posters and other Department promotional materials.
• Assists with maintaining a variety of records for department including customer information, scholarship applications, facility and program information, registration paperwork, department timekeeping information, accounting reports, etc. Uses both manual and electronic record keeping systems including online registration system, Teams, Onedrive, SharePoint, spreadsheets, copiers and scanners. Assists staff and public with record retrieval and department public disclosure requests. Maintains department files, scans records, prepares records for archiving, creates transmittal sheets and arranges transmittal of records to Records Center for storage and/or destruction. Updates Park and employee information; orders and maintains supply of Park Department informational handouts.
• Enters new recreation programs and facility reservation information into computerized software system using the established City revenue codes. Receipts all program registration and facility booking revenues into the computerized record keeping system. Generates booking confirmations and permits as required.
• Assists in updating and maintaining the Parks and Recreation Department Web pages and social media sites including basic web editing, data entry, scanning and uploading documents and correcting broken links.
• Assists with data entry of paper timesheets for payroll/timekeeping, runs and prints preprogrammed accounts payable reports. Supports monthly purchasing card receipt entries.
• Serves as Department receptionist: answers telephone, in-person, electronic and standard mail inquiries regarding Parks and Recreation services, programs and capital projects; refers inquiries and/or records and delivers messages to appropriate staff; opens, sorts and distributes mail, logs checks on check log.
• Registers and receives payments from participants in sports and enrichment programs and is responsible for keeping complete and accurate registration information. Enters payments in a computerized record keeping system. Requests refunds, credits, and transfers. Sets up and monitors special payment plans. Generates class rosters as requested. Assists with cashiering at recreational activities that occur after routine business hours or at the Arne Hanna Aquatic facility.
• Reserves Parks facilities, athletic fields, and community gardens as requested: answers inquiries regarding fees, facilities and reservation requirements; processes reservations paperwork and records pertinent information in a computerized recordkeeping system; handles facility key check out/in and maintains related records.
• Issues and accounts for facility keys.
• Opens and closes Parks Administrative Office each business day; checks and secures as appropriate, office equipment, lights, windows and doors; opens/locks safe

• Remain stationary for long periods of time;
• Frequently operate a computer and other office machinery such as a keyboard, mouse, phone, and fax machine;
• Frequently communicate accurate information and ideas with others;
• Occasionally lift up to 20lbs. for office supplies.

Experience and Training

EXPERIENCE AND TRAINING REQUIREMENTS:

• Minimum of two years responsible clerical experience in a busy office including receptionist and extensive public contact duties required.
• Typing at 45 WPM net required.
• Intermediate utilization of computer software, including data entry/retrieval, spreadsheets, word processing and files maintenance required.
• Cashiering/money handling experience required.
• Data base management experience preferred.

Necessary Special Requirements

• Employment contingent upon passing a criminal convictions check and child and vulnerable adult abuse records check.

Selection Process

**You are encouraged to print a copy of this job announcement for your reference as the process moves along**
Please ensure your application is complete and all required information has been provided. Standard completeness means all application fields (contact information, personal information, education, work experience, references, and required supplemental questions). Provide as much detail as you believe will fully describe your experience and training.
Application Review Process:

• Minimum Qualifications: Applicants must provide specific, detailed information so an initial determination can be made regarding your level of qualifications for this position. Applicant status will be updated on or around June 18, 2024.
• Experience and Training Rating: Applicants that meet minimum qualifications will go through an Experience and Training Rating. Relevancy of your experience and training, together with composition, grammar, spelling and punctuation will be considered when evaluating responses. Applicant status will be updated on or around July 3, 2024.
• The top ten (10) applicants from the Experience and Training Rating will be invited to participate in an Oral Board Interview, tentatively scheduled for the week of July 15, 2024. Applicants must have a passing score of 60% or higher to be placed on the eligibility register.
• Applicants will be notified via email of Final Scores & Ranks. The final ranking of the register will be based on total scores for the following: Experience and Training Rating (40%) and Oral Board Interview (60%). Applicants must achieve a passing score of 60% or higher from the Oral Board Interview to be placed on the eligibility list.

• The City provides individuals who have been arrested or convicted of a criminal offense an equal and fair opportunity to obtain employment.
• The City will not inquire about an applicant's criminal history until after a conditional job offer has been made.
• The City will disregard the prior arrest and conviction record of an otherwise qualified individual unless the offense is directly related to the job position for which the individual has applied.
• The City will notify an otherwise qualified applicant about a potentially disqualifying conviction and give the applicant an opportunity to submit information regarding the accuracy of the criminal records as well as evidence of mitigation or rehabilitation, as appropriate.