Administrative Assistant (Recreation) - Part Time

Description

Welcome to El Dorado Hills Community Services District!
We would love to have you on our team!

We are seeking a part time Administrative Assistant for our Recreation department to join the El Dorado Hills Community Services District, which is recognized as the premier park, recreation, and local community services organization with a passion for providing excellent services and facilities and protecting the quality of life and environment of the community.

Under immediate or general supervision, learns to perform and performs a wide variety of routine and complex office, clerical and administrative support tasks for one or more assigned areas; assists the public by providing information personally or directing informational requests according to established procedures; sorts, logs and maintains records and other documents; learns policies, procedures and work methods associated with assigned duties; and performs related duties as required.

SUPERVISION RECEIVED AND EXERCISED
Receives immediate or general supervision from supervisory or management staff. Incumbents in this class do not routinely exercise supervision.

CLASS CHARACTERISTICS
The Administrative Assistant I is the entry level classification in the administrative support series that allows the incumbent to develop journey level knowledge and abilities. Initially, under immediate supervision, incumbents perform the more routine and less complex office support assignments while learning District policies and procedures. As experience is gained, there is greater independence of action within established guidelines. This classification is alternatively staffed with Administrative Assistant II and incumbents may advance to the higher level after gaining experience and demonstrating a level of proficiency that meets the qualifications of the higher level class.

About the Position

• Accepts responsibility for performing a wide variety of routine and complex office, clerical and administrative duties in support of assigned department/operational area.
• Demonstrates an understanding of applicable policies, procedures and work methods associated with assigned duties; responds to questions and concerns from the general public; provides information as appropriate; receives visitors and telephone calls, directing them to the appropriate information source; represents the District to all callers and visitors in a professional and customer friendly manner; assists the public in filling out application forms; supplies information concerning fees, permits, legal requirements, procedures and services provided by District departments.
• Performs advanced clerical duties including preparing technical specifications, meeting minutes, financial statements, revised reports and other documents
• Uses computers to enter, prepare and proofread drafts, labels, forms, envelopes and a variety of documents, including general correspondence, reports, memos, flyers and statistical charts from rough drafts, recordings or verbal instructions; operates other automated office equipment; types drafts and a wide variety of finished documents from recording devices, notes, brief written or oral instructions; compiles and maintains records; generates reports.
• Maintains calendars for assigned department; sets meetings; ensures meeting rooms/facilities have the proper meeting materials and equipment.
• Opens, sorts and distributes incoming and outgoing mail.
• Orders, receives and delivers materials supplies and equipment; verifies quantity and condition; prepares request for purchase orders, and other forms necessary for Department operations
• Supports daily deposit function, billing, collections of accounts receivable and processes payments.
• Creates and organizes filing systems for assigned department; maintains files in storage; updates record retention procedures.
• Provides coverage and support to Administrative Assistants assigned to alternate areas.
• Provides assistance in a variety of District events and projects.
• Establishes positive working relationships with representatives of community organizations, state/local agencies, District management and staff, and the public.
• Performs related duties as required.

When assigned to Resident Services

• Provides assistance in person, online and by telephone to the general public for CC&R, design review, facility and park reservations, recreation program
  registration, enrollment, cancellation, transfers and related activities; responds to general questions; processes registration related transactions including deposits
  and refunds; contacts customers with respect to class cancellations.
• Utilizes specialized software for program and class registrations; data entry into software programs; monitors software to ensure it is operating properly; reports malfunctions to appropriate parties.
• Receives and reviews Design Review, Property Improvement and Encroachment permit applications; assists applicants in form completion; processes all monies received.
• Researches policies to determine compliance with CC&R’s; notifies applicants of the placement of their item on the Design Review Committee meeting agenda; notifies applicants of DRC decisions.
• Monitors status of design review inspections on construction for new homes, pools, room additions, and remodel projects.
• Prepares and distributes notices and warnings to property owners for non-compliance with CC&R’s.
• Provides assistance in CC&R/design review violation questions; drafting staff reports for committee meetings and appeals; provide assistance during committee meetings; may facilitate committee meeting as needed.
• Processes district payments; supports billing function; collection of accounts receivable and daily deposit processes.
• Support with ongoing and seasonal website maintenance.

When assigned to Parks and Recreation

• Coordinates project activities with other departments, outside agencies and consultants.
• Prepares agendas, attends Committee meetings and takes meeting minutes.
• Audits franchise agreements and determines whether the proper amounts have been received; works with franchisees to resolve discrepancies; ensures franchise agreements are current and that all funds are accounted for.Assists in coordinating special projects.
• Provides assistance to recreation programs in facilities, parks and field rentals, Opens and secures facilities; prepares course classrooms, and exercise rooms; ensures all equipment and material are available for instructors; maintains facility calendars.
• Assists in coordinating special projects.
• Creates flyers, newsletters and promotional materials for recreation programs, print and electronic.
• Greets public, answers phones, and directs customers to appropriate staff.
• Provides customer service, receives customer complaints, and assists in addressing customer’s complaints.Monitors and updates website for accurate and appropriate information.

When assigned to Administration and Finance:

• Assists with preparing the agenda for the Board of Directors; posts agendas, tracks agenda items; proofreads reports; compiles and disseminates final copies.
• Provides assistance with the accounts payable and accounts receivable process; inputs data entry; processes checks and remittance slips; processes and audits cash receipts.
• Takes inventory of records; develops and updates current retention schedules; applies schedules by re-filing records, entering records into the computer system and boxing and sending records to storage; performs ongoing maintenance of the records program.
• Prepares an annual update of insured vehicles and equipment; tracks and audits equipment purchase and disposal; tracks driving records.
• Maintains contracts and files; reviews contracts for accuracy.
• Provides clerical assistance to management staff.

Typical Qualifications

Education and Experience:
Any combination of education and experience that has provided the knowledge, skills and abilities necessary for an Administrative Assistant I. A typical way of obtaining the required qualifications is to possess the equivalent of:

Equivalent to completion of the twelfth (12th) grade and one (1) year of clerical experience.

Knowledge of:

• Operational activities of the supported department.
• Principles and practices of office administration.
• Principles and practices of data collection and report preparation.
• Cash handling techniques.
• Record keeping procedures and practices.
• Methods and techniques of imaging documents for accuracy and completeness.
• Principles and practices related to document retention.
• Basic mathematics.
• Principles and practices of customer service.
• Professional English grammar, spelling, vocabulary and punctuation.
• Modern office procedures including the use of computers and software applications relevant to the work performed.

Ability to:

• Provide general clerical support to a specialized work unit.
• Read, understand and review documents for accuracy and relevant information.
• Perform detail-oriented reviews of documents, forms and applications.
• Use applicable office terminology, forms, documents and procedures in the course of the work.
• Learn the policies, procedures, codes and guidelines of the area to which assigned in a timely manner.
• Prepare and maintain accurate and concise records and filing systems
• Compose correspondence or documents.
• Maintain flexible working hours and attend evening meetings as required.
• Perform mathematical calculations quickly and accurately.
• Interpret, explain and apply applicable laws, codes and regulations.
• Organize, prioritize and follow-up on work assignment and meet critical deadlines.
• Work independently and as part of a team.
• Make sound decisions within established guidelines.
• Demonstrate strong customer service skills.

Supplemental Information

Physical Demands

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Environmental Elements

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.