Administrative Assistant - Parks & Recreation presso City of Paducah

Description

Job Responsibilities:

Under general direction, drafts, types, proofs, copies, and files various correspondence and documents; provides excellent customer service interactions; works with the general public on parks and program related inquiries, program registrations, facility rentals, transient boat dock reservations; answers and routes incoming telephone calls as appropriate; coordinates facility reservations with the Customer Experience Dept for the support of permitted special events; supports departmental staff by scheduling appointments and meetings, assists with departmental social media; serves as backup in the absence of the Senior Administrative Assistant, preparing end of day reports and financial records, processing payroll, and entering requisitions; enters work orders and maintains records for work order system and notifications; performs various other general clerical duties, as assigned.

Illustrative Duties:

• Provides excellent customer service to guests. 
• Assists customers with general inquiries and provides general information related to the Parks and Recreation Department and/or services. 
• Routes public inquiries to appropriate personnel.
• Oversees activity registrations and facility reservations utilizing the department’s software program.  
• Oversees transient boat dock reservations, inquiries, and relays customer needs to appropriate staff. 
• Oversees the maintenance of the work order system as it relates to the Parks Department, including but not limited to entering, tracking, assigning, generating reports, etc. 
• Oversees the Department page of the City’s MyPaducah App, generating work orders from inquiries related to Parks, tracking the work, and providing notifications to customers about the status of the work.   
• Runs reports, prints, and distributes schedules and calendars to parks and city staff as appropriate. 
• Maintains accurate records and filing system. 
• Works collaboratively with internal and external customers to ensure coordination of services, seamless operations, and positive customer interactions.  
• Creates, drafts, types, proofs, and copies routine, technical, and/or confidential correspondence and documents. 
• Excellent organizational skills. 
• Excellent verbal and written communication skills. 
• Ensures efficient office operations.
• Attends meetings and provides minutes for the Department Director. 
• Assists with and maintains supervisor/departmental schedules.
• Assists with the maintenance of department social media accounts, email informational inbox, and troubleshoots issues related to rentals as directed. 
• Assists with reservations of the Robert Cherry Civic Center. 
• Receives, sorts, and distributes departmental mail.
• Provides support services for department staff to include general clerical duties.
• Provides backup, in the event of the Senior Administrative Assistant’s absence, in general duties to include end-of-day reporting, entering requisitions, processing refunds, processing payroll, and other duties as assigned. 
• Creates correspondence and maintains communication with parks and city employees, including but not limited to communicating upcoming events, printing and distributing schedules, facility calendars, etc. 
• Provides event support for Parks Department Events to include the City’s Christmas Parade and others as assigned. 
• Performs other duties as assigned. 

Benefits:

• Paid Time Off
  • Paid Holidays
  • 1 Personal Day
  • 3 Weeks of Paid Vacation in the First Year
• Medical, Dental, and Vision Insurance Offered
• Opportunity for Annual Pay Increase
• Retirement Benefits
• Comprehensive Wellness Program Offered
• Life Insurance and Long-Term Disability Insurance Provided by the Employer
• Voluntary and Supplemental Benefits are Offered
• An Employee Assistance Program is Provided by the Employer
• Education Assistance Offered

Position Information:

Full-Time | Pay Range - $38,334 to $46,959 Annually ($18.43 to $22.58 Hourly)

Requirements

Qualifications:

High school diploma or equivalent and completion of secondary education with 2 years of experience in secretarial, communications, parks and recreation, or related field, and/or a combination of training, education, and experience which evidences a thorough knowledge of Office software, computer word-processing, spreadsheets, filing systems, general office practices, and social media implementation. 

Physical Requirements:

Ability to sit or stand for long periods of time. Ability to lift up to 30 pounds. Ability to withstand extreme outdoor temperatures and inclement weather. Occasionally, the incumbent will be required to deal with inclement weather during assignments related to outdoor programming. Must have the ability to operate a City vehicle.   

Knowledge, Skills, and Abilities:  

Ability to efficiently operate a computer, keyboard, and telephone etiquette is required. Experience using Microsoft Suite. A thorough knowledge of general office practices and procedures. Excellent verbal and written communication skills are required. The ability to maintain effective working relationships with supervisors, departmental personnel, and the general public is essential. The incumbent must possess excellent interpersonal communication skills. The ability to effectively utilize departmental software systems is mandatory.