Administrative Assistant-Parks and Recreation

Job Description Summary

Provides a high level of secretarial and administrative support. Manages projects, planning processes and provides information and assistance as requested. Answers telephones, processes mail, provides customer assistance, and researches information. Manages records and various department accounting functions. Provides support to the department commissions which requires occasional evening coverage. Although this position may share many of the same types of duties as a Staff Assistant, the Administrative Assistant level is distinguished by the performance of administrative support work that has greater variety, complexity, sensitivity, exposure, and autonomy. This position could support any of the following operations within the department: Parks and Rights-of-Way, Recreation and the Goodyear Recreation Center, Arts and Culture, Administration and Ballpark operations.

The ideal candidate will have three years of clerical experience/providing administrative support to multiple staff, one year managing contracts, one year managing financials, one year of Microsoft Office experience, and experience in creating standard operating procedures.

At the City of Goodyear, you will be a part of an organization that values its employees as its greatest asset. You will become part of a dedicated team of professionals that are committed to build and maintain a highly engaged workforce. You will be challenged to learn and grow in an environment that values employee development and career-building. You will thrive in a culture of innovation. We believe that successful employees are those that possess these six core values:

Essential Functions

• Balances daily transactions and deposits for the high performing Goodyear Recreation Center.
• Processes customer requests, payments, refunds, account updates, registrations and accounting processes related to recreational programs and services. Assists customers with understanding and registering for programs and services within the department.
• Performs financial and accounting duties such as updating various reports, records, updating information in city accounting software, and providing general audits to the cash handling, reconciliation, and deposit of funds.
• Performs general financial and accounting procedures for the entire Department by reconciling department staff monthly procurement card purchases, coordinating and centralizing the purchase of department supplies, initiating purchase requests within the purchasing system, and receipting goods and services within the purchasing system.
• Responds to and resolves complex inquiries from citizens and other agencies regarding registration, financials and program support functions.
• Creates, edits, and maintains Standard Operating Procedures for various administrative functions.
• Creates and analyzes reports related to program participation and identify irregularities and discrepancies on accounts including individual and organizational accounts.
• Serves on City teams as assigned by attending meetings, performing assigned tasks, and working in cooperation with other City employees for a common goal.
• Demonstrates excellent customer service through daily interactions with internal and external customers through phone, email, and in-person communication.
• Maintain a working knowledge of all general and building safety rules including knowledge of front desk operations, facility operations and basic knowledge of fitness and aquatics areas. Enforce safety rules and improve public and employee knowledge by preventing and correcting unsafe behavior.
• Assists department with records management (may serve as Records Control Officer), report preparation, special projects and activities, Council Action Reports, presentations, operational and strategic plans, and customer requests for information. Assists management staff with follow up on work assignments within the department.
• Develops, edits, or compiles various department reports such as the weekly activity report, monthly City Manager’s report, monthly project status report, etc.; analyzes statistical data and generates standard reports.
• Greet and direct patrons in person and on the telephone while answering program questions efficiently and accurately
• Provides support to others within the department as necessary.

Requirements

• Formal Education/Knowledge: Work requires knowledge of a specific vocational, administrative, or technical nature that may be obtained with six-months/one year of advanced study or training past the high school equivalency. Community college, vocational, business, and technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or training.
• Experience: Minimum two years of experience in a related field.
• Certifications and Other Requirements: Valid Driver’s License.
• Reading: Work requires the ability to read and comprehend budget instructions, reports, strategic planning documents, correspondence, software manuals, management books, trade journals and policies.
• Math: Work requires the ability to perform general math calculations such as addition, subtraction, multiplication, and division.
• Writing: Work requires the ability to write memoranda, correspondence, reports and produce written documents with clearly organized thoughts using proper English sentence construction, punctuation, and grammar.
• Managerial: Job has no responsibility for the direction or supervision of others but may provide advice/direction to an employee with less experience/skill or tenure.
• Policy/Decision Making: Moderate - The employee normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices. Work involving discretion is typically reviewed before finalized.
• Technical Skills: Broad Application - Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities.
• Interpersonal/Human Relations Skills: Moderate - Interactions may involve support of controversial positions or the negotiation of sensitive issues or important presentations. Contacts may also involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions.

12 Month Objectives

Administrative Assistant

3-Month Objectives

• Become familiar with the Parks and Rec Department and each division within the department
• Become proficient with the responsibilities of the division that you are supporting
• Become proficient in Munis and Bonfire
• Understand the department’s budget and purchasing policies and procedures
• Shadow the other Assistants in the department

12-Month Objectives

• Assist with supporting daily operations and provide exceptional customer service to internal and external customers
• Provide financial support including: AP/AR, reconciling purchase cards, annual budget process, etc.
• Become a SME on Commissions and be able to provide support for the Department Commissions (drafting/publishing the agenda, meeting prep, set-up, minute entry, etc.)
• Read and understand all Standard Operating Procedures and city policies and procedures
• Become proficient with all current software systems, including Munis, Executime, and Questica