Administrative Clerk Parks and Recreation

Under the supervision of the Parks and Recreation Director, performs routine clerical and administrative duties to support the department.
Handles routine administrative functions, interacts with the public and other employees, and completes assigned duties with a high degree of accuracy.
Work schedule is Monday-Friday 8am-5pm.
Essential Job Functions An employee in this position may be called upon to do any or all of the following essential functions.
These examples do not include all of the duties which the employee may be expected to perform.
To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
Works at front desk as initial point of contact for the department.
Greets and assists visitors, and receives, screens, and directs phone calls.
Responds to routine resident and customer inquiries and assists the public with a broad range of department issues and needs.
Serves as a liaison between the public and the department.
Provides general information regarding department operations and policies; facilitates scheduling and rental of City facilities.
Assists with developing and preparing various marketing and promotional materials of the City’s park and recreation programs and services.
Coordinates and prepares program materials, quarterly program guide, social media content and other marketing materials utilizing graphic design software.
Accepts payments and issues receipts for departmental accounts receivables.
Prepares and forwards monies to Finance Department for processing.
Provides exceptional clerical support; Assists with preparation of correspondence, records, documents, reports, and other related information.
Types, copies, enters data, schedules appointments, and completes other projects as assigned.
Provides general clerical assistance including sorting and distributing mail, filing, photocopying and scanning, preparing mailings, and other related tasks.
Assists in maintaining a comprehensive filing system.
Processes information requests according to established procedures.
Maintains absolute confidentiality of sensitive information, personal data, and matters of policy or decision making.
Serves as a back-up to other departmental functions as operational needs demand including but not limited to covering for employees on vacation or a leave of absence.
Registers customers for classes, programs, and other activities.
Enters customer information into database, collects program fees, and issues transaction receipts.
Generates program registration and rental invoices for payment.
Gives tours to prospective facility rental groups; process rentals from start to finish.
Coordinates Facilities Supervisors and the preparation of various facilities for evening and weekend activities.
Assists with rental room setup of tables and chairs as needed.
Maintains and updates assigned webpages, social media sites, and participates in other related marketing efforts.
Ensures electronic signage is secured, updated, and maintained, and ensures the Community Center building is properly secured through the automated door lock and lighting systems.
Monitors office supply inventory, places orders, and receives and stocks supplies.
Ability to work limited nights and weekends (approximately 5 dates) at community special events organized by the Parks and Recreation Department.
Performs other related work as required.
Knowledge, Skills, and Abilities The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position.
Reasonable accommodations may be made to enable individuals with disabilities to perform the job.
A high school diploma or equivalent is required.
Knowledge of general office operations and administrative and clerical procedures and practices.
Excellent customer service skills, including responding diplomatically to customer questions and complaints and ability to anticipate needs of the customer.
Skill in the use of office equipment and technology and the ability to master new technologies, including specialized department software.
Ability to gather data and prepare accurate and timely records, reports, notices, memos and letters.
Ability to communicate effectively and present ideas and concepts orally and in writing.
Ability to type and enter data with speed and accuracy.
Ability to be flexible and adapt to changing needs or situations on a daily, weekly, or seasonal basis.
Ability to work both independently and in a team environment.
Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with employees, City officials, professional contacts, community leaders, the media, and the public.
Ability to multi-task, problem-solve, and work effectively under stress, within deadlines and changes in work priorities.
Skill in maintaining detailed and organized records and generating related reports.
Ability to interact with participants of all ages.
Preferred Knowledge, Skills, Abilities: Previous experience in an office setting performing administrative or clerical duties.
Knowledge of City services, organizational structure, and general operations to effectively direct and assist the public.
Supplemental information Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee regularly works in an office setting with a controlled climate where they sit and work on a computer, communicate by telephone, email, or in person, and move around the building to travel to other locations.
The employee must occasionally lift and/or move items of light to moderate weight.
At times, the employee may be required to work outside to attend events, set up and tear down equipment, and must lift and/or move items of moderate weight.
The noise level in the work environment is usually quiet to moderate, but at times can be loud and busy during peak program hours.
For benefit information, refer to the detailed summary: https://www.
eastgr.
org/DocumentCenter/View/3047/BenefitsSummary-CityClerk.