Recreation Assistant - Generalist

We’re on the lookout for a friendly, organized, and creative person to join the Albany Parks and Recreation team! If you love juggling a mix of clerical, financial, and administrative tasks while also having the chance to develop fun and exciting recreation programs, this might be the perfect fit. But that’s not all—if you enjoy working directly with the public and helping our community make the most of our awesome parks and activities, you’ll fit right in!

You might be wondering, “What will my day-to-day look like?” Well, each day is different, but here’s what we know: registering patrons, completing deposits, paying bills, developing programs, and connecting with people will be regular staples. But don’t worry, it’s not all paperwork! Your day might also include brewing drinks in our café, helping with room setups, assisting with lobby specialty days (aka handing out free cupcakes and snacks), and even taking walks to grab ice cream during breaks. Sound like your kind of job? We can’t wait to hear from you!

Benefits include:

• Excellent medical, vision and dental benefit package for the employee and qualified family members with low monthly out-of-pocket cost. Currently, the employee-paid premium is approximately $51 per month for employee-only coverage up to a max of $147 per month for family coverage.  
• City-paid contribution to a VEBA Trust account for out-of-pocket healthcare expenses. Currently, the annual contribution is $1,000 for employee-only and $2,000 for employee plus dependent(s).
• Paid time off including:
  • 8 hours of vacation leave per month, with progressive increases
  • 8 hours of sick leave per month
  • 10 paid holidays per year
  • 24 hours of floating holiday per year
  • No after-hire waiting period to use vacation or sick leave
  • Fronted sick and vacation leave may be considered upon hire

• Excellent retirement benefits including: 
  • City-paid participation in the Oregon Public Employee Retirement System (OPSRP and City pays 6% IAP contribution) 
  • City-paid 0.5% contribution into pre-tax deferred compensation plan 
• In addition, other benefits such as job-related college tuition and book reimbursement, employee assistance program, basic life insurance, short-term disability, long-term disability, and flexible spending accounts for healthcare and childcare expenses.

 To learn more about our organization, our community, and our benefits, click here.

This position is responsible for providing general administrative, clerical and program assistance for recreation programs, services, and initiatives; and performs related work as required.

The duties listed are intended only as illustrative examples of the various types of work that may be performed by individuals in this classification.  Any of the following duties may be performed.  These examples are not necessarily performed by all incumbents and do not include all specific essential functions and responsibilities the incumbent may be expected to perform.

1. Registers program participants using Xplor recreation software, manages program waitlists, and processes any cancellations/refunds. 
2. Uses cashiering software to receive payments for class registrations, facility rentals, vendors, sponsorships and posts to appropriate accounts. 
3. Maintains office files, follows standard office procedures, and assists with administrative tasks involving programs and facilities.  
4. Processes financial transactions such as daily deposits, payment processing, requisitions, and purchase card reconciliation for parks, recreation, and building maintenance divisions. Completes year-end financial processing in accordance with Finance Department requirements. 
5. Assists with the implementation and leadership of assigned day-to-day recreation program classes, activities, and special events. Purchases supplies needed for assigned programs and activities.
6. Promotes interest and provides information regarding recreation programs to school officials, other recreation officials, community service groups, other departments, and the public.
7. Assists with marketing of program activities, such as preparation of newsletters, flyers, and other marketing tools. Composes, types, and edits program materials for content, accuracy, and completeness.
8. Distributes posters, news releases, flyers, and related communication regarding recreation programs.
9. Researches recreation program activities and projects and schedules recreation classes and program activities for assigned program areas and/or facility.
10. Serves as a point of contact, answers department phones and emails, responds to requests for information, provides requested materials and information for recreation programs, and refers, when necessary, to appropriate staff.
11. Covers the Riverfront Community Center front desk and serves as the main reception for the building as needed. 
12. Works with Resource Development Coordinator to recruit volunteers for programs and activities; assists with volunteers, including giving basic direction and scheduling.
13. Assists in the safe operation of programs with a focus of participant safety as well as supporting them with activities such as social programs, arts and craft projects, and special events. 
14. Maintains and develops a variety of program records, reports, and statistics. Provides feedback and input in program evaluation and development of program policies and procedures. May recommend new program activities and projects.
15. May serve as back up for preparing agendas, reports, supporting materials, taking, and distributing minutes for the Arts Commission.
16. Represents the City of Albany by responding to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor. Regards everyone, internal and external, as a customer and delivers the best service possible in a respectful and patient manner.
17. Works to create a high-performance work culture by demonstrating a positive attitude and modeling the City’s mission, vision, and values. Conducts self with high integrity, is proactive in conserving City resources, and seeks to incorporate customer feedback for ongoing performance improvement. Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality customer service.
18. Acts ethically and honestly; applies ethical standards of behavior to daily work activities and interactions.  Works to build confidence in the City through own actions.
19. Effectively promotes and contributes to a safe work environment. Complies with all safety rules and performs work in a safe manner.  
20. Serves as a member of various City committees as assigned. Represents the department at meetings internally and externally as assigned.
21. Assists other staff in the performance of their duties as assigned.
22. Arrives to work, meetings, and other work-related functions on time and maintains regular job attendance.
23. Adheres to appropriate attire, grooming, and hygiene standards established for the position.
24. Operates a motor vehicle safely and legally.
25. Attends City events as needed.
26. Performs other duties as assigned.

Works under the general direction of the Recreation Manager.

This is a non-supervisory position. Lead work and coordination of work of others is not a typical function assigned to this position. Incumbents in this position may provide training and orientation to newly assigned personnel.

Education and Experience
A high school diploma or its equivalent, 
and one year of experience in routine clerical work including answering telephones and assisting the public, 
and two years of full-time experience with recreation programs; 

or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities.

Special Requirements

• Possession of or ability to obtain a valid Oregon driver's license and a driving record that meets the City’s driving standards.
• Possession of or ability to obtain First Aid and CPR Certification.
• Possession of or ability to obtain an Oregon Food Handlers Card. 
• The individual shall not pose a direct threat to the health or safety of themselves or others.
• Experience working in revenue producing programs is preferred.
• Ability to speak and write in Spanish is preferred. 

Knowledge, Skills, and Abilities
Knowledge of: adult or senior adult program planning and implementation; basic knowledge of computer word processing and spreadsheet software and of modern office practices and procedures including business English, grammar, spelling, composition, and math; and basic accounting principles and practices; and reporting requirements under Oregon’s Mandatory Reporting Law.

Skill in: the operation of standard office equipment, including copy and fax machines, multi-line telephone; operating computers for data entry, word processing, presentation software, and spreadsheet programs; and operation of listed tools and equipment used.

Ability to:  perform cashier duties accurately; effectively meet and deal with the public, communicate effectively verbally and in writing, and handle stressful situations; be creative, collaborative and committed to providing recreation programs for all ages of adults; understand and follow oral and written instruction and to exchange information; understand simple work processes, methods or equipment; ability to learn job-related information and techniques; and provide oversight and basic direction to program instructors.

Work Environment
In the performance of the job duties, the employee will be working in an office environment under usual office working conditions. Work may also be performed in meeting settings in offices, conference rooms, and public spaces. The noise level in the work area is typical of most office environments, with telephones, personal interruptions, and background noises. When conducting programs, may be exposed to rough, uneven terrain, noise, dust, mud, allergens, biting or stinging insects, and varying weather. This position regularly travels to run administrative errands and to various city worksites.  

Physical Demands
The factors described herein are representative of, but not all-inclusive of, those that must be met by an individual to successfully perform the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Detailed information may be available in a supplemental Job Task Analysis document. The work is light work which requires exerting up to 25 pounds of force occasionally, and/or up to 15 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

Tools & Equipment Used
In the performance of job duties, the employee will use a laptop computer and various software programs including virtual class software (ex: Zoom and Microsoft Teams); motor vehicle; phone; copier/scanner; tablet, DVD player; projector; sound and PA systems; and other related tools and equipment.

Safety Equipment
Develops safe work habits and contributes to the safety of self, coworkers, and the public.  Incumbent may be issued additional safety equipment, as needed, for visits to various City worksites or programming sites, such as hearing protection, safety glasses, protective footwear appropriate to the worksite, gloves, hard hat, safety vest, or other similar equipment when required for the conditions of the worksite.  

Salary : $1,000