Position: Recreation Administrative Assistant

Department: Recreation Department

Supervisor: Recreation Director

The fundamental reason this classification exists is to provide paraprofessional staff support in one or more divisions of the Recreation Department. Some positions issue instructions on behalf of a Supervisor or Director. Work involves independent decision making on problems encountered within a defined activity area. The employee plans and organizes the workflow utilizing departmental rules, regulations, and procedures. Contact with the public is an important element of the job in some positions. Work is performed under the general direction of the Recreation Director, who evaluates performance based upon results.

ESSENTIAL FUNCTIONS:

• Performs a wide variety of complex and confidential secretarial/clerical tasks for Director;

• Performs a wide variety of related bookkeeping tasks such as reviewing service documents for bookkeeping purposes;

• Reviews documents for completeness and accuracy;
• Keeps detailed and accurate records;
• Collects and enters data and information into a terminal, PC, or other keyboard device.
• Completes necessary forms for retrieval of data and compiles reports from collected data;
• Monitors and compares data to determine compliance with prescribed operating standards;
• Responds to complaints or requests for service in person, by telephone, and in writing in accordance with established departmental policies and regulations;

• Schedules and coordinates appointment calendars for the Director and Staff;
• Composes and types directives, bulletins, schedules, and agendas;
• Makes arrangements for meetings and ensures that proceedings are properly recorded;
• Types and edits drafts;
• Maintains/oversees the maintenance of departmental files;
• Operates a variety of office equipment incidental to clerical and secretarial duties;

• Analyzes account information, answers inquiries and resolves complaints from the public or City personnel regarding recreation bills or miscellaneous fees at a customer service counter or on the telephone;
• Initiates or terminates recreation facility rental request of the customer;
• Accepts payments for registration, rental, and recreation services;
• Refers customers to a Recreation Supervisor or Recreation Director for payment plans;
• Updates and corrects information on the Recreation data base, including information on new and existing customer accounts, account adjustments, and route changes to ensure proper billing;
• Updates new account information;
• Completes rental agreements, receipts for payment, reports, scheduling change requests, etc., as required to ensure proper record of accounts;
• Identifies and corrects errors on a daily basis and informs supervisor of errors found;
• Answers telephones, takes messages and transmits information to field personnel on the radio or by phone.

• Talks with citizens making complaints or requesting service in person or by telephone, providing necessary information and following through on the resolution of problems;
• Keeps the Director informed of details affecting office management decisions;
• Reviews incoming correspondence, drafting responses on matters for which authority has been delegated;
• Makes travel arrangements;
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality customer service.

Required Knowledge, Skills and Abilities:
Knowledge of:

• Format and organization of correspondence, reports, and written directives.
• Modern office practices, procedures, and equipment.
• Municipal organization.
• Modern principles of bookkeeping.

Skill in:

• Operating a typewriter, personal computer, word processor, and other common office machines.

Ability to:

• Act independently and logically to implement policies of supervisor.
• Compose correspondence from fragmentary instructions.
• Work cooperatively with other City employees and the public.
• Communicate orally, in the English language, with employees and the public in face-to-face one-on-one settings, in group settings, or using a telephone.
• Comprehend and make inferences from written material.
• Learn job-related material primarily through oral instruction and observation. This learning takes place mainly in an on-the-job training setting.
• Enter data or information into a terminal, PC or other keyboard device.
• Sort, separate, arrange, file or distribute incoming mail, products or material in prescribed manner.
• Produce written documents with clearly organized thought using proper sentence construction, punctuation, and grammar.
• Work safely without presenting a direct threat to self or others.

Working Conditions:

• Office Environment; exposure to computer screens.

• Essential and marginal functions may require maintaining physical condition necessary for walking, standing or sitting for prolonged periods of time; extensive use of computer keyboard.

Requirements:

• Position requires the use of City vehicles on City business. Individuals must be physically capable of operating the vehicles safely, possess a valid driver's license and have/maintain an acceptable driving record.
• This position is subject to the City of Liberal’s’ Drug and Alcohol Testing Policy which includes one or more of the following: pre-employment testing, post-accident testing, reasonable suspicion testing, and follow-up testing.
• Ability to successfully pass a background check and any other pre-employment screenings.

ACCEPTABLE EXPERIENCE AND TRAINING:
Two years of progressively responsible clerical or secretarial experience. Other combinations of experience and education that meet the minimum requirements may be substituted.