Administrative Assistant For Parks & Recreation

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The Administrative Assistant is responsible for office and program support. Primary responsibilities include managing Accounts Receivable/Payable and answering customer emails and phone calls. The position requires excellent organization and planning skills and good customer service skills. The Admin would work closely with the programmers to facilitate payment to program instructors and vendors. The admin would also be assigned tasks by the Director and Assistant Director of Parks and Recreation as necessary.

Essential Functions of this position:

Accounts payable and receivable

• Responsible for tracking vendor invoices and paying department bills on a monthly basis.
• Prepare payment vouchers for program contract staff.
• Monitor accounts receivable and follow up with customers who have balances.

Office support

• Responsible for answering phone and email inquiries from residents and vendors.
• Handle customer questions on programs, registration and park maintenance issues and routing calls to appropriate staff.

Program support

• Prepare fitness instructor contracts and monthly expense vouchers.
• Review bi-weekly payroll for program staff.
• Coordinate summer field trips includes booking trips, making payments and securing transportation.

Miscellaneous

• Assist with the onboarding of program and maintenance staff. Includes getting background clearances.
• Responsible for ordering port o potties for Parks.
• Other tasks as assigned by Department Director and Asst. Director

Qualifications:

• Ability to work independently and as part of a team.
• Thorough knowledge of Microsoft office (Excel, Outlook and Word) with the ability to learn recreation management software and financial software.
• Excellent written and verbal communication skills. Ability to comprehend written and verbal instructions.
• Must be well organized.
• Must be able to work diplomatically, courteously and professionally with individuals who may be angry, frustrated or upset.

Benefits:

• Defined contribution retirement plan
• 457(b)
• Paid life insurance
• Excellent paid time off and holidays
• Low-cost medical, dental, and vision plans
• Employee Assistance program

A pre-employment drug screening, background examination, and criminal history check will be required.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this 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 is frequently required to sit, talk, listen, read, write and type.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment regularly includes working in a busy office environment. Work occasionally involves responding to angry, frustrated or upset individuals.

Antidiscrimination Policy:

It is hereby declared to be the public policy of Haverford Township to foster the employment of all individuals in accordance with their fullest capacities regardless of their race, color, religious creed, ancestry, age, sex, national origin, handicap or disability, use of guide or support animals because of the blindness, deafness or physical handicap of the user or because the user is a handler or trainer of support or guide animals, or because of a person’s sexual orientation, gender identity or gender expression.

Last date for applications; February 23, 2024