What are the responsibilities and job description for the Senior Adult Program Administrative Assistant (Part-time) position at City of Germantown?
Under direction of the Senior Adult Program Manager, provide a wide variety of responsibilities and administrative support for the office of the 50 Active Aging Program and the Parks and Recreation Department along with other employees, elected officials and the general public.
Responds to and resolves difficult and sensitive complaints and inquiries; provides general and specialized information and assistance with the area of assignment. This requires the use of judgment, tact, and sensitivity and the interpretation of policies, rules and procedures as appropriate.
Provide general customer service to the public by greeting visitors and answering the telephone. Takes program registrations and provides information and answers questions about programs, events, classes and day and overnight trips. May require overnight travel with seniors.
Knowledge of or willing to be trained in word processing, spreadsheet, database, and other presentation software to produce various documents to support administrative functions, proofing and editing work to ensure clarity, correct spelling and punctuation.
Maintains administrative records, files and databases, including entering data in a timely manner, and maintaining all records in a secure and confidential system.
Schedules and coordinates use of rental facilities for programs, classes and events for the senior population at the Pickering Center and other rental facilities throughout the city.
Compile data from a variety of sources requiring an understanding of 50 programs, activities, policies and procedures to assist in preparing various reports.
Collect daily activity fees, process and receipt fees into recreation management software; keep records of all cash receipts, count and balance funds and prepare for daily deposits.
Maintains inventory of office supplies and equipment, ordering additional items as required. Arranges for the repair and maintenance of office and facility equipment as needed. Run errands locally to pick up necessary items.
Perform routine office activities, including making copies, filing, sorting and opening and distributing mail.
May be asked to organize, coordinate and handle administrative duties for programs, events, classes, and day and overnight trips and participate in special projects and committees.
Must be punctual and timely in meeting all job performance requirements, including but not limited to, attendance and tardiness standards and work deadlines.
OTHER JOB FUNCTIONS:
May be asked to participate in special projects and committees.
Performs related tasks and other duties as required or assigned.
Knowledge of the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.
Knowledge of the principles, practices and techniques of parks and recreation and local government administration. Knowledge of research and reporting methods, techniques and procedures.
Knowledge of principles of business letter writing and report preparation. Knowledge of or willingness to learn computer software applications such as o?ce management, word processing and spreadsheets.
Skilled in spelling, punctuation, grammar and oral communications.
Skilled or willing to learn how to operate a variety of o?ce equipment, such as computer, calculator, copier, fax machine and multi-line telephone systems. Ability to interact e?ectively, courteously and professionally with the public in handling inquiries and communicating information. Ability to handle sensitive and con?dential issues.
Ability to plan, prioritize and organize work with very little direction.
Ability to produce written documents with clearly organized thoughts using proper business English, sentence structure, grammar and punctuation.
Thorough knowledge of departmental policies, procedures, programs and activities.
Ability to interact effectively, courteously and professionally with the public and other city staff in handling inquiries and communicating information.
Ability to exercise good judgment and tact in receiving office callers and finding appropriate solutions to problems.
Ability to work independently and plan, organize and prioritize work.
Ability to learn and operate specialized systems software.
EDUCATION AND EXPERIENCE: High school graduate and four years administrative experience supporting directors and/or managers; or any combination of education, training, and experience providing the knowledge, skills, and abilities necessary to perform essential job functions.
WORKING CONDITIONS: Work takes place in a clean, pleasant, and comfortable office setting. Lifting and moving tables and chairs are required to set up for events and a valid driver’s license for the running of errands locally to pick up necessary items.
Salary : $15
