Administrative Assistant - Community Facilities
Full-time 2 hours ago Full Job Description Job Description The primary focus of this position is to provide customer service and clerical support for facilities and senior services (Community Facilities Division) Serves as the lead point of contact, communicates work direction and assists with work priorities for the administrative staff.
The position requires extensive public contact in-person, on the telephone and via email.
This position will be responsible for learning about all of the senior services activities, facilities and related publications.
The Administrative Coordinator reports to the Community Facilities Assistant Manager.
Duties/Responsibilities Provides excellent customer service by sharing program and general information via phone calls responding to emails and to walk-in customers.
Provides facility tours to interested parties.
Performs registration and reservation duties utilizing RecTrac data base software for programs and services provided by the Community Facilities Division.
Assists in maintaining RecTrac database to create new or modify existing programs.
Troubleshoots technical issues with RecTrac, assists and educates staff with RecTrac capabilities.
Provides work direction to administrative staff based on goals and deadlines.
Coordinates staff schedules to provide customer service coverage during business hours by arranging employees' break time.
Prepares facility schedules for use by staff as needed.
Ensures preparation for daily activities/reservations (signage, rosters, set-ups, instructor needs, etc.
) and plan for upcoming activities/reservations keeping efficiency and customer experience in mind.
Assists in producing electronic senior advisory board agenda packets and compiles board meeting minutes.
Opens and closes the service desk and assigned meeting rooms as appropriate and assists with room set-up as needed.
Maintains a portion of the division's filing system, and adheres to guidelines included in the Records Management Plan.
Assists with proofing and providing division related information published in the Senior Script, Recreation Services brochures and other city publications.
Processes accounts payable and assists with daily/weekly deposits and creating financial reports.
Provides information and referrals about city and senior resources.
Works collaboratively with other Recreation Services staff, city staff and volunteers.
Performs other duties consistent with the responsibilities of the position as apparent or assigned.
Skills and Abilities:
Skills:
Exceptional customer service in-person, on the phone or by email Dedicated to providing public service to the community Records/file management for both electronic and physical documents Clerical aptitude Perform basic math to manage invoices, prepare deposits and report financial data, using RecTrac or MS Office Effectively manage, prioritize and meet deadlines during periods of heavy work volume Abilities:
Work with a diverse group of customers and volunteers Be diplomatic, empathetic and firm as needed while responding to the public, co-workers and other agencies Establish and maintain effective working relationships with co-workers and customers Communicate effectively both verbally and in writing Commit to supporting and demonstrating the organization's shared values Licenses/Certificates:
Serve as, or become a Notary Public within 12 months of hire date Qualifications Education and Experience (expected to have to enter job) High School diploma or equivalent Two years of office support experience Two or more years of customer service experience working with both public and internal customers in-person, via telephone, and through email Proficient in Microsoft Office, Outlook, and reservation/registration software Familiar with general office procedures Preferred Qualifications (desired but not expected to have to enter job) Education and Experience Three or more years of office support experience in a service-centered environment Two years of experience working with the senior population Experience processing accounts payable, accounts receivable, deposits and preparation of financial reports Proficient and experienced with RecTrac reservation/registration program Licenses/Certificates; Notary Public Additional Information Exceptional services provided by exceptional people.
We promote a supportive work environment that encourages excellence, accountability, customer focus and teamwork where employees are appreciated, respected and valued through our commitment to the employee-developed shared values:
Adaptable Learning & Innovation Authentic Communication Healthy Human Relationships Contagious Enthusiasm Outcome Focused Teamwork Shared Success This position is a non-union position with the following compensation range:
Step 1 - $27.
801 Step 2 - $28.
573 Step 3 - $29.
345 Step 4 - $30.
117 Step 5 - $30.
890 Working Conditions:
Requires the ability to work in a shared workspace; and an ability to perform tasks in an open area, and at times, a distracting environment.
Hours of work are primarily M-F, daytime hours, with the flexibility to work evenings and weekends, on occasion.
Physical Requirements:
The work is performed typically in a sedentary position using a computer, phone, and other office equipment with occasional light physical effort that requires walking, bending, stooping, carrying.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
The position requires extensive public contact in-person, on the telephone and via email.
This position will be responsible for learning about all of the senior services activities, facilities and related publications.
The Administrative Coordinator reports to the Community Facilities Assistant Manager.
Duties/Responsibilities Provides excellent customer service by sharing program and general information via phone calls responding to emails and to walk-in customers.
Provides facility tours to interested parties.
Performs registration and reservation duties utilizing RecTrac data base software for programs and services provided by the Community Facilities Division.
Assists in maintaining RecTrac database to create new or modify existing programs.
Troubleshoots technical issues with RecTrac, assists and educates staff with RecTrac capabilities.
Provides work direction to administrative staff based on goals and deadlines.
Coordinates staff schedules to provide customer service coverage during business hours by arranging employees' break time.
Prepares facility schedules for use by staff as needed.
Ensures preparation for daily activities/reservations (signage, rosters, set-ups, instructor needs, etc.
) and plan for upcoming activities/reservations keeping efficiency and customer experience in mind.
Assists in producing electronic senior advisory board agenda packets and compiles board meeting minutes.
Opens and closes the service desk and assigned meeting rooms as appropriate and assists with room set-up as needed.
Maintains a portion of the division's filing system, and adheres to guidelines included in the Records Management Plan.
Assists with proofing and providing division related information published in the Senior Script, Recreation Services brochures and other city publications.
Processes accounts payable and assists with daily/weekly deposits and creating financial reports.
Provides information and referrals about city and senior resources.
Works collaboratively with other Recreation Services staff, city staff and volunteers.
Performs other duties consistent with the responsibilities of the position as apparent or assigned.
Skills and Abilities:
Skills:
Exceptional customer service in-person, on the phone or by email Dedicated to providing public service to the community Records/file management for both electronic and physical documents Clerical aptitude Perform basic math to manage invoices, prepare deposits and report financial data, using RecTrac or MS Office Effectively manage, prioritize and meet deadlines during periods of heavy work volume Abilities:
Work with a diverse group of customers and volunteers Be diplomatic, empathetic and firm as needed while responding to the public, co-workers and other agencies Establish and maintain effective working relationships with co-workers and customers Communicate effectively both verbally and in writing Commit to supporting and demonstrating the organization's shared values Licenses/Certificates:
Serve as, or become a Notary Public within 12 months of hire date Qualifications Education and Experience (expected to have to enter job) High School diploma or equivalent Two years of office support experience Two or more years of customer service experience working with both public and internal customers in-person, via telephone, and through email Proficient in Microsoft Office, Outlook, and reservation/registration software Familiar with general office procedures Preferred Qualifications (desired but not expected to have to enter job) Education and Experience Three or more years of office support experience in a service-centered environment Two years of experience working with the senior population Experience processing accounts payable, accounts receivable, deposits and preparation of financial reports Proficient and experienced with RecTrac reservation/registration program Licenses/Certificates; Notary Public Additional Information Exceptional services provided by exceptional people.
We promote a supportive work environment that encourages excellence, accountability, customer focus and teamwork where employees are appreciated, respected and valued through our commitment to the employee-developed shared values:
Adaptable Learning & Innovation Authentic Communication Healthy Human Relationships Contagious Enthusiasm Outcome Focused Teamwork Shared Success This position is a non-union position with the following compensation range:
Step 1 - $27.
801 Step 2 - $28.
573 Step 3 - $29.
345 Step 4 - $30.
117 Step 5 - $30.
890 Working Conditions:
Requires the ability to work in a shared workspace; and an ability to perform tasks in an open area, and at times, a distracting environment.
Hours of work are primarily M-F, daytime hours, with the flexibility to work evenings and weekends, on occasion.
Physical Requirements:
The work is performed typically in a sedentary position using a computer, phone, and other office equipment with occasional light physical effort that requires walking, bending, stooping, carrying.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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