Administrative Assistant - Recreation

An Associate degree from an accredited college in business administration, accounting or related field plus two (2) years of experience in administrative work, preferably governmental administration; or a High School Diploma or GED plus six (6) years of experience as defined above. Must have knowledge of computerized accounting applications and spreadsheets.  Proficient in the use of Microsoft Office Suite. Familiarity with HTE, Recreational Software, and Laserfiche  preferred.   Must possess and maintain a valid Florida’s Driver’s License and have an acceptable, safe driving record.

Non-essential employees will not be required to work during a declared emergency but may be required to work during an undeclared emergency or in the aftermath of an event associated with a declared emergency.  On an incident-by-incident basis, the employee’s Department Head will make the determination when the employee will be required to work.

Under minimal supervision, performs administrative duties in the Recreation Department. Responsible for facility rentals, clerical tasks, purchasing card logs, file management, coordination and making travel arrangements and ordering office supplies. Work may involve purchasing, accounting, project management, general administration, public relations and employee supervision. The Administrative Assistant performs work that is detail-oriented and requires a high level of organization. Work involves the use of computer applications such as Microsoft Word, Excel, Access, Power Point, Laserfiche, Rec Trac, Canva, Constant Contact and website management software. Some independent judgment and initiative are required in performing assigned duties.  Reports to the Support Services Coordinator

ESSENTIAL JOB FUNCTIONS

Essential functions are based on city-wide duties and responsibilities.  May perform all or some of the essential functions, depending upon work assignment and Department.

Assists the Support Services Coordinator in handling administrative matters.

Assists with management of Recreation Software.

Coordinates pavilion and facility rentals.

Submits work orders to various city departments. 

Performs clerical responsibilities such as opening/distributing incoming mail and routing packages.

Answers telephone and greets visitors; receives inquiries and provides information, or refers caller to the appropriate staff.

Types material, which require a variety of complicated formats for preparing correspondence, reports, forms, agreements, etc.

Prepares check requisitions, purchase requisitions,

Reconciles and prepares purchasing card logs for various divisions in the department.

Assists in project management and various aspects of site plan review process.

Prepares documents and notifies management when performance evaluations are due.

Maintains file management systems including records of documents and correspondence.

Assists with travel arrangements for the department, including travel requests prior to travel and expense reports upon return.

Assists with administrative aspects of capital improvement projects, including but not limited to purchase orders, charge backs and grant requirements.

Assists coordinating among divisions of assigned Department regarding invoicing, purchasing, and project management. Streamlines procedures where applicable to reduce duplication and improve coordination.

Arranges and prepares meeting notifications as required; prepares agendas, packets; recording minutes of all proceedings and maintains accurate and complete records of all actions.  Attends Recreation Advisory Board meetings.

Assists with setting up interviews for candidates to include notification(s) to applicants, preparing interview packets and completing ranking sheets.

Manages department shared calendars, scheduling meetings, conferences and appointments.

Maintains department files and records, assisting the department liaison with records management and retention requirements established by the Legislative Department.

Responds to inquiries from the public, other agencies, City staff and others.

Provides oversight, training and direction to clerical staff.

Maintains supplies and equipment inventory in a cost-effective manner.  Performs some purchasing functions for the department and divisions.

Uses computer applications extensively such as Microsoft Word, Excel, Access, Power Point, Laserfiche, RecTrac, Constant Contact and Canva. Develops spreadsheets, databases etc. to streamline work efforts.

Assists in the researching of technical or administrative topics and prepares reports.

Responsible for serving on various committees as needed.

Provides assistance with special projects, city events, and performs other duties as assigned.

ADDITIONAL JOB FUNCTIONS

Performs other related work as required.

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position.  While it is intended to accurately reflect the position activities and requirements, Management reserves the right to modify, add or remove duties and assign other duties as necessary that are a logical assignment to the position.

Salary : $45,129