ADMINISTRATIVE ASSISTANT I (COMMUNITY SERVICES)

Definition

Perform advanced level administrative/clerical activities to assist the Community Services Manager, Community Services Director, and Department in facilitating administrative procedures relating to recreation programming and the management of facility and park reservations.
The Administrative Assistant I shall be committed to the mission, vision and values of the Community Services Department and demonstrate such thorough ethical conduct, community stewardship, individual initiative, and responsive service. The Administrative Assistant I shall demonstrate leadership, management and technical skills through effective communication and collaboration, proper use of team resources, progressive decision-making, personal accountability and responsibility.
DISTINGUISHING CHARACTERISTICS
The Administrative Assistant I classification is distinguished from the Administrative Assistant II classification both in the years of experience required and the breadth of familiarity required of the functions of City office departmental operations, procedures, services, and programs. Incumbents in the Administrative Assistant I classification, with two years of general clerical experience perform routine, and general administrative support duties with direct public contact. Incumbents in the Administrative Assistant II classification (or equivalent level classification) with three or more years of general clerical experience, perform more complex and increasingly responsible administrative clerical functions, in support of this, or another assigned City department.
SUPERVISION RECEIVED AND EXERCISED
Supervision is received from the Community Service Manager and Director. Supervision is not exercised by this classification.

Essential Duties

Duties may include, but are not limited to the following:

• Receives and fields incoming telephone calls and visitors; responds to inquiries, resolves complaints, and provides information regarding departmental programs, policies, and procedures; refers callers and visitors to appropriate staff as required for specific projects and concerns.
• Provides administrative support duties to and for assigned department functions; responds to requests and prepares mailing of forms, records, and documents.
• Monitors and tracks delivery of materials and equipment; makes service calls to copier provider when maintenance is required.
• Maintains calendars, schedules of meetings and department events; organizes and develops meeting materials for approval and signature.
• Develops and updates informational materials available to the public; organizes and develops a variety of lists, documents, and records.
• Registers participants for programming utilizing the Tyler Parks and Recreation Software System; prepares deposits for all programs fees collected.
• Prepares purchase orders and processes all department invoices through the Stampli Invoicing Processing Software.
• Maintains bookkeeping records system, keeps a running balance of all Incode ERP Pro 10 transactions, and completes daily deposits to be submitted to the Finance department.
• Schedules and implements facility and park reservations, processes paperwork and collections of fees.
• Tracks and monitors office inventory and arranges for purchase of items as necessary.
• Assists after hours at scheduled events, registration sign ups, and programs.
• Assists in vendor registration and assignment for City special events.
• Performs related duties as assigned.

• Organizational functions, and key personnel.
• General office practices, procedures, and equipment.
• Telephone techniques and etiquette.
• Interpersonal skills using tact, patience, and courtesy.
• Handling and communicating of confidential and secure information.
• Establish and maintain effective working relationships with city staff, public groups and other agencies.
• Physical and electronic filing and record-keeping systems and techniques.
• Basic Microsoft Office Word, Excel, and Outlook.

• Professional & Technical Expertise – Applying technical subject matter to the job.
• Using Technology – Working with electronic hardware and software applications.
• Self-Management – Showing personal organization, self-discipline, and dependability.
• Bilingual Communication – Speaking, reading, writing in a second language.
• Customer Focus – Attending to the needs and expectation of customers.
• Handling Conflict – Managing interpersonally strained situations.
• Professional Impact – Presenting self as a positive representative of the organization.
• Bilingual Facility – Uses a second language with ease and precision.
• Cultural Proficiency – Modeling communications and interactions that respect and include all individuals and their languages, abilities, religions, and cultures.

Minimum Qualifications

Experience:
Two (2) years of administrative support experience involving direct public interaction, preferably in the public sector. Bi-lingual competency in Spanish is preferred, and Mandarin Chinese is a plus.
Education:
High school diploma or equivalent. Associate degree or higher preferred.
Additional Requirements/Information:
A valid California driver's license and the availability of private transportation or the ability to obtain transportation between job sites may be required.
Licenses and Certifications:
Possession of a valid California Class C driver’s license and acceptable driving record at time of appointment and throughout employment in this position.
PHYSICAL DEMANDS AND WORKING CONDITIONS
The physical demands and working conditions 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.
Physical Demands:

• Sitting for long periods of time and the use of a computer keyboard and screen.
• Vision (which may be corrected) to read small print.
• Mobility to stand, kneel, bend, crouch, and twist.
• Ability to reach, grasp, lift, carry, push, pull and drag objects of up to 25 pounds.

• Work is performed in an office environment.
• Significant public interaction including face-to-face and telephone contact.