ADMINISTRATIVE ASSISTANT (ADMIN II)

Job Title : Administrative Assistant (Admin II)

Classification Title : Hourly-Non-Exempt

Status : Part-Time

Department : Other

Supervisor : Assistant General Manager

Primary Location : Registration Office

The Highlands Recreation District operates under the Community Services District law pursuant to the government code 61000 et seq, for the purpose of providing recreational services within the District. Services are provided under the leadership and direction of an elected Board of Directors. The Highlands Recreation District maintains facilities including the Recreation Center, Early Education Center, After School Center, Tennis Courts, Pool, and Playgrounds in addition to a variety of programs, services, and annual special events.

Mission

The Highlands Recreation District provides beneficial and enriching programs and services to its patrons and a place to create and promote health, well-being, and community.

Job Summary

The Administrative Assistant is responsible for managing the registration office, system software, and providing high-quality customer service to participants and the community. The Administrative Assistant facilitates program registration, maintains accurate records, and performs a variety of essential office functions to support the smooth operation of the organization. This position is under the direct supervision and direction of the Assistant General Manager.

Essential Functions and Tasks

Customer Service

o Answer direct phone calls, take messages, and manage email correspondence promptly and professionally.

o Serve as a knowledgeable resource for customers, providing accurate information about classes, programs, and memberships.

o Assist customers and staff with navigating and troubleshooting the registration software and resolving technical issues and other customer concerns professionally.

o Regularly identify opportunities for innovation and collaboration to better serve the community.

Clerical and Administrative Support

o Draft and distribute letters, memos, minutes, and other written communications.

o Assist in coordinating meetings, interviews, and schedules for the Assistant General Manager and General Manager.

o Create and maintain organized filing systems for both electronic and physical records.

o Receive, date stamp, and distribute incoming mail, packages, and deliveries efficiently. Prepare and process outgoing mail and packages, including labeling, weighing, and applying proper postage or shipping details.

o Manage inventory levels and order office supplies regularly to ensure uninterrupted operations.

o Oversee the maintenance of office equipment, ensuring functionality and timely repairs.

o Collaborate with the Recreation Coordinator to update flyers, bulletin boards, and enrollment announcements.

o Contribute to the development of improved processes, documents, and systems to enhance operational efficiency.

Program and Registration Management

o Enter class and program details for all departments into registration systems and ensure data integrity.

o Manage program waitlists.

o Process registrations for all classes, programs, and memberships accurately and promptly, including payments via ACH / ARB, cash, check, e-check, and credit card systems.

o Provide registration support for special events, ensuring smooth operations and customer satisfaction.

o Record transactions in QuickBooks, reconcile daily registration and payment details, and issue refunds or district credits as required.

Other

o This list is not inclusive, and other duties may be assigned as needed.

Requirements

Knowledge, Skills, and Abilities (KSA's)

• Understanding customer service principles and resolving inquiries effectively.
• Ability to interact professionally with diverse populations and deliver exceptional customer service.
• Strong verbal and written communication skills, including professional correspondence.
• Knowledge of general office procedures, filing systems, and record management practices.
• Proficiency (intermediate) skill with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and multitasking abilities with a high level of attention to detail.
• Ability to prioritize and execute responsibilities with minimal oversight.
• Ability to adapt to changing priorities and manage unexpected situations.
• Initiative in identifying opportunities for operational improvements.
• Working knowledge of registration software and recreation management systems.
• Proven experience with financial literacy, including payment processing methods and financial record-keeping, such as QuickBooks.
• Strong critical thinking and problem-solving skills with the ability to analyze and resolve issues.
• Proven ability to maintain confidentiality and safeguard sensitive information.
• Effective teamwork, collaboration, and interpersonal skills.
• Must be able to work Monday-Friday during business hours.

Required Qualifications

Preferred Qualifications

Physical Demands and Work Environment

The position primarily works in an indoor office environment with standard office equipment (e.g., computers, phones, printers). The physical demands of this position are described below.

1. Sitting, walking, twisting, bending, climbing, pulling, pushing, squatting, crawling, kneeling, balancing, reaching, and coordination (eye, hand, foot).

2. Working at a computer for extended periods of time.

3. Fall (slip, trip) Conditions that result in falls (impacts) from height or traditional walking and playing surfaces.

4. Lifting and carrying, often 10-25lbs.

5. Hearing and speaking to exchange information in person or on the telephone.

6. Visual acuity to read and prepare documents, operate office equipment, and manage computer systems.

7. Noise levels are low to moderate but may increase during community events or peak activity times.

Minimum Hourly or Salary : $22.50 - Maximum Hourly Salary : $27.50

Benefits

This position is employed through the Highlands Recreation District which offers employees of this classification to receive : paid sick time, and Simple IRA retirement account participation with up to a 3% District match (if employee makes more than $5,000 in a year) and employee discounts in accordance with Highlands Recreation District Employee Handbook.

Equal Opportunity / Affirmative Action

The Highlands Recreation District is an Equal Opportunity / Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, pregnancy, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws.

Reasonable accommodation will be provided for applicants with disabilities who self-disclose.

Required Staff Training

Prior and during hiring process, all employees are required to complete the following compliance online training sessions through Paylocity. Employees will be enrolled in the training soon after their appointment is processed and will be notified via email from the HR department.

Background Check and Fingerprinting

Employees are required to undergo and complete a successful background check that includes verification of employment and education, as well as a check of criminal records for employment. Candidates for positions where the employee will come in regular contact with minors will be required to be fingerprinted. This policy includes emergency hires and may also be applicable to volunteers depending on the work they will be doing.

In some cases, a background check will include a Department of Motor Vehicles check, as well as a check of licenses and certificates when applicable.

California Child Abuse and Neglect Reporting Act

All childcare workers are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth by the Department of Social Services, Child Care Licensing.

Salary Description

22.50-$27.50 / hour

Salary : $5,000