Recreation Administrative Assistant

Port Washington
Port Washington, WI


Job Description

The Administrative Assistant for the Recreation Department performs and is responsible for a variety of secretarial & administrative duties related to the effective operations of the department and the delivery of those services to the public. These services require extensive use of computers & computer program knowledge. The Secretary provides general administrative assistance to the Recreation Director to efficiently carry out the responsibilities of the department.

ESSENTIAL DUTIES:
  • Provides administrative and clerical assistance to the Recreation Director. Assists with organization of department file systems, personnel & project files, correspondence, copying materials, ordering office supplies, sorting & filing incoming mail, maintaining calendar of events for department, creating flyers as needed or other public information resources
  • Serves as first point of contact for the department; Provides frontline interaction with the public in a friendly & professional manner through personal contact at office counter, answering telephones, internet emails, mailing, and interdepartmental communications; Greets & directs visitors & callers regarding park shelter reservations, recreation program registrations, facility use, events & programs and refers to appropriate staff as needed; Receives and conveys information from the public to staff in accurate & effective manner through use of email, telephone, written messages, or personal contacts
  • Conducts several financial operations for the department including the collection & processing of all monies received for all recreation programs & events, facility & shelter reservations, Pirates Hollow Community Waterpark, donations, WPRA ticket program (ordering, selling, reporting ticket sales) and other department functions
  • Processes program registrations, enters participant data, collects & processes registration fees; processes refunds, program confirmations, program schedules; and prepares daily deposits and reports of account activities
  • Processes accounts payable for the department. Assists with revenue tracking, purchase orders, invoices & all other purchases to ensure accuracy. Tracks revenue & expense data for department budget preparations
  • Assists with processing payroll for department personnel in accordance with procedures set by Human Resources & Finance Department. Verifies hours, wages, accounts, codes, wage rate changes and submits for all department personnel to Human Resources. Completes data entry for all seasonal staff
  • Assist with preparation and maintenance of all program marketing material and public information including flyers, program guides, bulk mailings, website pages, social media, and bulletin boards
  • Composes, types, edits, a variety of correspondence, reports, office forms, memos, and other data requiring precise judgement as to content, accuracy and completeness
  • Assists with programs as needed
  • Oversee duties and performance of seasonal office assistant
  • Availability to work occasional evenings, weekends, or other irregular hours
  • Works with the School District to secure facilities for Recreation programming
  • Stay current on issues relative to the field of recreation
  • Keep informed of changes in information, technology, software, and other methods that have potential for improving departmental service delivery goals
  • Respond to questions and concerns from the public and employees by providing information to resolve issues or concerns
  • Perform other duties as assigned

Qualifications

MINIMUM POSITION QUALIFICATIONS:
  • Education: Graduation from an accredited two-year college degree program in office management or related field
  • Experience: Three (3) years of progressively responsible experience in office operations and customer service, or any equivalent combination of related education and experience
  • Certifications/Licenses: American Red Cross Adult, Child & Infant CPR, First Aid & AED Certified or able to obtain within 6 months of employment. Valid and unrestricted Wisconsin driver’s license.
KNOWLEDGE, SKILLS, & ABILITIES:
  • Secretarial skills including but not limited to demonstrated proficiency in telephone etiquette, filing, creating correspondences, editing and formatting documents, data entry word processing, creation and use of spreadsheets, use of recreation software systems
  • Strong customer service skills; Understand and anticipate customer’s needs
  • Ability to follow written and verbal instructions. Intermediate proficiency with Microsoft Office Software applications including Word, Excel and Publisher. Experience with website design and recreation software systems is preferred
  • Ability to gather information, make computations and assist in department activities. Must be able to maintain confidentiality
  • Ability to establish and maintain effective working relations with coworkers and the public
  • Ability to make work-related decisions in accordance with department policies and regulations with a minimum of supervision
  • Must be able to type 45 wpm measured by a net score on a standard typing test
  • Must be flexible and able to adapt to a fast paced office environment; ability to work under pressure and/or frequent interruptions


BACKGROUND CHECK and DRUG TEST - Condition of Employment


WORKING CONDITIONS:
  • Physical Effort: Essential and marginal functions may require maintaining physical condition necessary for moderate or light lifting; sitting, walking or standing for prolonged periods of time; repeated bending; general manual dexterity
  • Working Conditions: Indoor office and outdoor recreational facilities; some work may be strenuous and in cold or hot weather conditions
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The above statements are intended to describe the general nature and level of work being performed by most people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and requirements. Scheduling flexibility is required to accommodate changing organizational needs

Salary/Salary Range

The position will be part-time (30 hrs/week) Hourly range is $15.00-17.00, DOQ.

How to Apply

More information and an application can be found at portwashington.recdesk.com

Closing Date

January 22, 2018

Posted

December 20, 2017