Administrative Assistant-Parks and Recreation Department

TOWNSHIP OF SPRING JOB DESCRIPTION

Administrative Assistant-Parks and Recreation Department

JOB SUMMARY:

Performs a variety of administrative, secretarial, clerical and customer service duties within the Parks and Recreation Department. Also functions as the first point of contact for members of the public, vendors and others who come to the Department or who contact the Department via telephone and/or e-mail. Assists with special projects in any area as assigned.

An employee in this position is required to be proficient in Microsoft Office and general office skills including, but not limited to: typing, filing, word processing, spreadsheets, handling of telephone calls and voicemail system and managing direct inquiries from the general public. Employee is required to use ActiveNet recreation software to process program registrations, create facility reservations, sell tickets and generate reports as needed. This position also requires working on special projects and creating and maintaining spreadsheets and/or databases as needed. May require working occasional evening and/or weekend hours to assist with programs and events.

Employee must have excellent customer service skills and the ability to interact in a professional and courteous manner at all times, including situations that may be stressful and when dealing with uncooperative customers. The ability to work with a diverse population with sensitivity and professionalism is a requirement. The ability to multi-task in high-pressure situations, work effectively as a team member, display flexibility in adapting to varying work tasks and assignments and completing work requiring a high level of attention to detail and accuracy is critical. Additionally, employee will at times be privy to confidential information and it is of the utmost importance that complete confidentiality of sensitive personnel, resident and/or health related information be maintained.

LEVEL OF SUPERVISION/SUPERVISORY RESPONSIBILITIES:

Employee must be able to work independently exercising sound judgment in day-to-day interactions with the general public and in completing assigned work tasks/projects.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (includes but is not limited to the following):

· Must possess excellent customer service skills, consistently interacting professionally and courteously while demonstrating diplomacy and the ability to engage effectively with individuals at all levels.

· Respond to internal and external customer problems, resolve office system issues, and address non-routine public inquiries or complaints while maintaining the ability to respond quickly and calmly in emergency or stressful situations.

· Accurately document and handle or refer resident requests on a wide range of topics by providing walk-in, telephonic, and email customers with accurate information regarding Department and Township services, while determining the next level of assistance needed.

· Possess strong English language skills, including spelling, grammar, and punctuation, with the ability to communicate clearly and concisely in both verbal and written form.

· Highly organized with the ability to multi-task, prioritize work, and maintain high attention to detail and accuracy while effectively managing multiple tasks, conflicting priorities, and frequent interruptions, and performing secretarial duties with speed and accuracy without immediate supervision.

· Perform general office duties such as word processing, copying, faxing, laminating, binding, organizing, and filing various documents and records.

· Receive, sort, distribute, and respond to incoming mail; handle incoming and outgoing UPS deliveries, certified mail, and FedEx packages.

· Prepare and distribute meeting/informational packets to the Parks and Recreation Board and Greenways and Trails Committee.

· Maintain an accurate cash drawer by processing Daily Closeout reports and deposits using the ActiveNet system, ensuring responsibilities are completed accurately and with minimal errors by applying basic clerical accounting and cashiering skills.

· Follow approved Front Desk opening and closing procedures, including locking/unlocking doors, securing cash drawer, and proofing cash transactions.

· Maintain complete confidentiality of all records and information in accordance with PA Right to Know Laws and the Health Insurance Portability and Accountability Act (HIPAA).

· Process program registrations, facility reservations, ticket sales, associated payments, and purchasing records.

· Assist Program Coordinators with preparations for programs and special events, including printing and distributing rosters, promotional materials, and assembling event-specific items.

· Coordinate Department program and event marketing efforts including the tri-annual brochure.

· Attend monthly Parks and Recreation Board meetings and quarterly Greenways and Trails Committee meetings to record and prepare accurate meeting minutes for review and approval.

· Assist with bid document preparation and distribution, including proofreading, tracking, and receipt of bid packages, attending bid openings, and preparing bid tabulation sheets, while also tracking grant and capital projects.

· Research, compile data, and format reports related to government, financial, budget, and activities; archive personnel records and administrative documents.

· Coordinate the volunteer program and administer sales of discount tickets through the Pennsylvania Recreation and Park Society.

· Attend training seminars or participate in on-the-job training to develop skills and assist in training other staff.

· All other administrative/clerical duties as may be assigned by the Parks and Recreation Director and/or Township Manager.

OUALIFICATIONS:

To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skill and/or physical or other abilities required.

EDUCATION AND/OR EXPERIENCE:

A minimum of a High School diploma or GED, along with three (3) years of releventf expereince in a secretarial or administrative role with direct public interaction in a customer service capacity, is required. Five to seven (5-7) years of related experience is preferred. The ability to effectively multi-task and maintain professionalism and courtesy, even in stressful situations, is essential.

An Associate's Degree in a related field (such as Office Management, Administrative Assistant, or Business) is preferred, though not required.

Experience with ActiveNet software is also preferred.

LANGUAGE SKILLS:

Must have excellent listening and verbal communication skills and the ability to provide clear and professional oral responses and direction to customers who are completing applications, permits, registrations and other paperwork and must speak in a clear and professional manner, using the normal rules of English grammar, both on the telephone and in person. Must be able to accurately write and proofread sometimes complex reports and correspondence using commonly accepted rules of business writing and English grammar. Bilingual English/Spanish is preferred but not required.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply and divide in all units of measure using whole numbers, common fractions and decimals. Ability to compute rates, ratios and percentages.

REASONING ABILITY:

Ability to apply common sense understanding to carry out detailed and, at times, complex written or oral instructions. Ability to deal with problems involving mostly concrete variables in somewhat standardized situations. Must be able to exercise sound independent judgment concerning when it is necessary to ask for guidance or assistance from higher level Township personnel in addressing or responding to a customer inquiry or concern. Ability to understand, remember and carry out multi-step oral and written directions. Ability to determine most effective way to prepare and present information such as is used in business communications, spreadsheets, PowerPoint presentations, reports, summaries and policy documents.

CERTIFICATIONS/LICENSES/REGISTRATIONS:N/A

COMPUTER OPERATIONS:

Must have demonstrated proficiency with personal computers and common software including

Microsoft Outlook (calendar and e-mail), Microsoft Office (Word, Excel, Access, PowerPoint, Publisher) and the internet. Proficiency in these areas is defined as a high intermediate or expert level skill. Ability to learn all other Township related software as may be required.

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand, walk, sit, use hands and fingers to handle or feel and reach with hand and arms. The employee must occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required for this job include close vision, distance vision, color vision, and peripheral vision. This position is office based. The noise level in the work environment is usually moderate.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee typically works in a normal office environment with minimal noise levels. The employee may occasionally be required to attend programs and events in outdoor park settings exposed to the natural environment and changing weather conditions.

OTHER:

Requires current Criminal Background and Child Abuse clearances. Those not previously employed by the Township also require FBI Background Clearance.

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Work Location: In person