What are the responsibilities and job description for the Administrative Assistant position at The City of Elkhart?
CITY OF ELKHART – JOB DESCRIPTION
DEPARTMENT
Parks and Recreation
POSITION
Administrative Assistant
DIVISION
Parks and Recreation
STATUS
Full time
CATEGORY
Up to $52,700
FLSA
Non-Exempt
REPORTS TO
Office Manager &
Superintendent
DATE
2024
JOB SUMMARY
Enthusiastically maintains customer relations as the primary representative for the department. Duties include answering rental questions and renting out pavilions, programs, events, facility questions; as well as guiding them through our registration software. Support staff in additional needs as directed. Serves as Park Board Secretary or the department.
PRINCIPAL DUTIES AND RESPONSIBILITIES
- Point of contact for customer service inquiries through phone calls and attends to walk-in customers.
- Assists customers with securing pavilion rentals, registering for programs, etc.
- Group Renters: Secures yearly contract, annual calendar and schedules requested pavilion dates.
- Pavilion Rentals: Contacts pavilion renters regarding pavilion key pick-up, prepares/sends weekly pavilion schedule to Buildings and Grounds, parks staff and maintains electronic pavilion calendar.
- Handles incoming mail, distributes to appropriate personnel.
- Maintains the Lobby with City Parks Department literature.
- Administrates Parks Department email account.
- Creates programs and events in CivicRec program for signups as needed.
OTHER DUTIES AND RESPONSIBILITIES
- Duties of Park Board Secretary include obtaining documents for the park board packets, creating the agenda, taking minutes, streaming meeting, uploading meetings, and recording and updating minutes.
- Replenishes and distributes parks communications through City Hall as needed.
- Assists office staff with various duties assigned by Office Manager or Superintendent.
- Creates electronic pavilion books and calendars.
- Assembling Park Board packets.
- Social media backup.
- Other duties as assigned.
EDUCATION AND EXPERIENCE
- High School Diploma or GED.
- Must have a valid driver’s license.
- 1 Year of Clerical experience
KNOWLEDGE, SKILLS, AND ABILITIES
- Bilingual in Spanish is strongly preferred, but not required. Additional pay commensurate with abilities.
- Must have excellent customer service skills including conflict resolutions.
- Computer skills and knowledge of all general office machines.
- Ability to compose and write well.
- Familiar with Microsoft Office Suites
PHYSICAL, MENTAL, AND VISUAL SKILLS
- Normal vision with or without correction.
- Ability to work with a pleasant disposition and with all types of people.
- While performing the duties of this job, the employee is regularly required to sit; use hands to finger, grasp, handle, or feel; and talk and hear. The employee frequently is required to stand, walk, and reach with hands and arms. The employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.
WORKING CONDITIONS
- Work is performed in a 40 hours per week standard office environment.
POST OFFER TESTING REQUIRED
- The City of Elkhart is a Drug Free Workplace. Therefore, successfully passing a post offer drug screen is required (random drug testing may be conducted after employment).
- Background checks producing acceptable BMV and criminal history reports required.
POLICY STATEMENT
- The incumbent is required to possess the knowledge, skills, and abilities, and the physical, mental, and visual skills described in this job description to perform the principal duties, responsibilities and essential job functions.
- This job description is intended to describe the general nature and level of work being performed by the incumbent. Principal duties and responsibilities are intended to describe those functions that are essential to the performance of this job and other duties and responsibilities include those that are considered incidental or secondary to the overall purpose of this job.
- This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. Employee holding this position will be required to perform any other job-related duties as requested by the Mayor. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.
Salary : $52,700
