Administrative Assistant - Parks

To perform a wide variety of responsible and complex administrative, and clerical duties for the Parks division; and to provide information and assistance to the public regarding departmental policies and procedures.

What You'll Do in This Role:

• Type and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft or verbal instruction; prepare promotional materials and may independent­ly compose correspon­dence related to assigned responsibilities.
• Provide significant support in administrative tasks for the Parks Division including Parks, Forestry, Cemetery, and Natural Resource.
• Oversee, compliance with departmental guidelines, policies, and procedures.
• Maintain department filing systems and records; develop and implement filing systems; modify systems, as appropriate.
• Maintain a calendar of activities, meetings and various events for the assigned department. 
• Screen office and telephone callers; provide assistance to Cemetery visitors as well as other clients to the Moore Parks Shop.
• Prepare press releases, legal notices and related documents; ensure compliance with legal guidelines.
• Coordinate payroll and new employee hiring paperwork.  Review timecards and other personnel information; review information for accuracy and completeness and prepare summary report for payroll processing; document leave accruals; maintain confidentiality.
• Assist with processing credit card and accounts payable transactions when needed.
• Operate a variety of office equipment including copiers, facsimile machine and computer; input and retrieve data and text; organize filing.

Other Duties:

• Assist in a variety of department operations; perform special projects and assignments as requested.
• Prepare statistical records and reports on activities and operations, as assigned.
• Perform related duties and responsibilities as required.

City Organization Duties and Responsibilities:

• Represent the Department and City to other City staff and members of the public.
• Provide quality customer service to individuals needing directions or assistance. 

Supervisory Relationships:  Works under general supervision of Assistant Parks Director. Work is checked for accuracy, quality and adherence to instructions. Completes projects, resolves issues and answers questions within prescribed guidelines.  This position works in coordination with administrative services staff but has no direct supervisory responsibilities.

JOB QUALIFICATIONS – KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Modern office procedures, methods and computer equipment.
• Knowledge of the Microsoft Office Suite at an intermediate skill level. 
• Familiarity with extensive general computer use as a foundation for learning job-specific programs related to finance reporting, security management and parking management.
• Business letter writing and basic report preparation techniques.
• Principles and procedures of record keeping and organization. 
• Basic accounting principles 
• Principles of supervision, training and performance evaluation.
• English usage, spelling, grammar and punctuation.

Skill in:

• Operating and normal maintenance of computers, laptops, cellphones, and printer/scanner.
• Tracking of activities, supplies and authorizations via specialized software or self-created forms and databases.
• Accurate data entry and correspondence preparation.
• Website updating and publishing.
• Communicating clearly and concisely in verbal and written form.

Ability to:

• Establish and maintain effective working relationships with those contacted in the course of work. 
• Work the allocated hours of the position.
• Learn to understand the organization and operation of the City and of outside agencies as neces­sary to assume assigned responsibilities.
• Independently prepare correspondence and memoranda.
• Work independently in the absence of supervision.
• Maintain confidential records and reports.
• Communicate clearly and concisely, both orally and in writing.
• Perform difficult administrative support services.
• Interpret, explain and enforce Department policies and procedures.
• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
• Take and transcribe dictation if required by assigned position, at a speed necessary for successful job performance.
• Type at a speed necessary for successful job performance.
• Establish and maintain effective working relationships with those contacted in the course of work.

Work Environment:  Work is performed in a typical indoor office setting; and is mostly sedentary with periods of mobility and light physical activity. 

Physical and Mental Requirements/Activities:

• This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
• Specific vision abilities required by this job include close, distance and peripheral vision; depth perception; and the ability to adjust focus. Will spend a large amount of time viewing a computer screen.
• Vocal communication and normal hearing are required for expressing or exchanging ideas by means of the spoken word.
• Acceptable verbal and conversation skills to effectively communicate with others via the phone, at meetings and to greet and assist visitors.
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
• Frequent use of phone handset and repetitive use of hand & fingers to operate office equipment, use computer keyboard & computer mouse and to perform other office tasks.
• Ability to recognize occupational hazards in work activities and take safety precautions. 
• Maintain mental capacity which allows the capability of making sound decisions and following directions. 
• Ability to climb stairs; and stand, sit and walk for up to 60 minutes at a time.

Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. 

Salary : $17