Administrative Assistant - Lakeway Activity Center

GENERAL PURPOSE

Under general supervision of the Activity Center Manager, perform office administrative duties. Operate with minimal supervision; may exercise independent judgment in completing tasks. Serve as the “first impression” of the Activity Center providing a professional, courteous experience to elected and appointed officials, members, visitors, volunteers and staff.

REPORTING RELATIONSHIPS:

Reports to: Activity Center Manager

Supervises: none

MAIN JOB TASKS AND RESPONSIBILITIES

Work in conjunction with other administrative personnel to perform a wide variety of support tasks, which may include, but are not limited to:

· Act as the first point of contact, both in person and on the telephone.

o Greet visitors and members in a professional, courteous manner.

o Answer the telephone in a prompt, courteous manner and take accurate messages and/or efficiently transfer calls.

o Respond to inquiries regarding Activity Center, as well as Parks and Recreation Department operations, policies, and procedures.

o Maintain lobby area so it is attractive, professional, clean, and welcoming.

· Exhibit regular, reliable, and punctual attendance, which is an essential function of this job.

· Schedule Activity Center facility reservations for rentals, classes, membership groups; assign rooms, prepare, and maintain contracts/forms, room set up, confirmations and files.

· Schedule Activity Center class registrations; register participants in programs/activities; ensure registrations are complete and maintained. Assist in sending class reminders and other correspondence with class participants.

· Maintain contact and coordinate service and activities with other City departments, organizations, associations, volunteers, and citizen groups.

· Ensure Activity Center membership requirements and rosters are current, and membership policies are communicated and followed.

· Accurately receipt funds and reconcile daily transactions.

· Become proficient in the preparation of weekly closeouts, deposits, and submission to Finance.

· Accurately prepare quarterly State Comptroller Sales Tax Report. Submit to Finance Department in a timely manner.

· Maintain and update the facility website content.

· Assist with Parks & Recreation and Activity Center special events as needed. Contribute to team effort by performing other related duties as assigned.

· Recruit, coordinate and maintain the Lobby Display exhibit.

· Recruit, train, and schedule volunteer staff.

· Report any on-the-job injuries of Activity City personnel to Activity City Manager and Human Resources.

· May occasionally assist with set-up and/or dismantling of furnishings and equipment to ready facility for events/programs.

· May serve as after-hours, non-emergency contact as needed.

EDUCATION AND EXPERIENCE

· High School Diploma or its equivalent.

· Minimum of three (3) years of general clerical/office experience.

· Previous Administrative Assistance in an Activity/Community Center preferred.

• CERTIFICATIONS, LICENSES AND SPECIAL REQUIREMENTS

· Proof of citizenship and/or eligibility to legally work in the United States.

· Maintain valid Texas Driver’s License with satisfactory driving record, as defined by City policy.

KNOWLEDGE, SKILLS, AND ABILITIES

· Be outgoing and enthusiastic in promoting City programs and events.

· Familiarity with community resources in the Lakeway area preferred.

· Typical administrative practices and processes associated with local government offices or functions, or possess ability to acquire and put such knowledge into practice.

· Prefer knowledge of Incode, Civic Rec, Excel, Publisher software programs.

· Proper cash handling procedures.

· Provide excellent public relations and customer service, often to multiple customers during the same time period.

· Establish and maintain an effective working relationship with all levels of management, City officials, vendors, other employees, and the general public.

· Communicate effectively in the English language in person, by telephone, and by e-mail with all levels of management, City officials, vendors, other employees, and the general public.

· Proficiently use general office machines, such as computer and Microsoft Office applications, calculator, copier, credit card and fax machine.

· Meet deadlines and perform multiple tasks under pressure; manage several projects at one time.

· Effectively respond to a stressful or high-pressure environment.

· Work independently or as part of a team.

WORKING CONDITIONS and PHYSICAL REQUIREMENTS

· Work environment is primarily an office setting, where noise and temperature levels are moderate

· May occasionally assist with programs or special events, some which are held after hours or on holidays.

· Although most of the job tends to be of a sedentary nature, there are times where it may be necessary to exert up to 20 pounds of force occasional and/or a negligible amount of force to carry, lift, push, pull or otherwise move objects.

· Must possess the physical ability to work primarily with fingers, perceive the nature of sounds, make rational decisions through sound logic and deductive processes, express or exchange ideas by the spoken word, substantial movements (motions) with the hands, wrists, and/or fingers, and discern letters or numbers at a given distance.

· Additionally, the following physical abilities are required: hearing, manual dexterity, mental acuity, reaching, repetitive motion, speaking, talking, and visual acuity.

DISCLAIMER