Administrative Assistant

Overview

Are you looking to join a Team that strives to inspire, create, and preserve? Chapel Hill Parks & Recreation is seeking an Administrative Assistant for the Department. The purpose of this position is to provide administrative clerical support, extensive public contact, and assistance requiring technical or specialized operational knowledge. This position will perform duties in an office environment during business hours, 8:30 am
-5:00 pm.

• Internally communicate with other departments regarding various questions related to our programs, invoicing/purchasing, different departments, and co-workers as needed.
• Use advanced communication skills to provide customer service to internal and external customers, including problem-solving with online registration software, billing, and refund issues, questions regarding brochure listings, rentals, and invoices.
• Monitors and reconciles Web Trac online transactions, including contacting customers if necessary, correcting registrations, and reconciling refunds if needed.
• Prepares memos, letters, and other documents using a computer, spreadsheets, and databases from rough drafts, copies, or verbal instructions.
• Provide support & instructions, including one-on-one, to staff with Rectrac to include registration, refunds, credits, correcting errors, running reports, processing transactions, merging households, Webtrac & Card Connect reconciliations, and additional items as needed.
• Coordination of vehicle maintenance, reservation, and keys.
• Rentals: reserve picnic shelter, refer patron to staff for other facility rentals & events.
• Inputting athletic facility reservations in the Rec Trac system, providing customer service to rental and would-be rental groups, sending confirmation emails and invoices, and ensuring payment within established deadlines.
• Making changes, updates, and corrections to Athletic Facility reservations for long-term rental groups, working alongside the Sr. Athletic Supervisor and Recreation Manager to ensure facilities are reserved properly by following department policy and procedures.
• Assist Sr. Athletic Supervisor with administrative tasks such as league welcome emails, scores and standings updates, customer service inquiries, monthly invoices, and payments.
• Posting monthly Athletic Facility Calendars on the Town’s website, making changes as needed.
• Assisting the Recreation Manager with seasonal programming report compilations and data gathering from the Rec Trac system.
• Perform other duties as assigned

40 hours per week, typically Monday-Friday from 8:30 am-5 pm with occasional evening and weekend hours based on business needs

• Principles and practices for maintaining public records
• Principles and practices of effective customer service
• Modern office procedures
• Principles and practices of taking and recording minutes for public meetings
• Web-based software;
  Microsoft Office software including Word, Outlook and Excel

• Operate a computer; learn and effectively use other customized software
• Effectively manage multiple projects with deadlines
• Communicate information effectively, both orally and in writing
• Comply with public notification publication guidelines
• Attend public meetings and record minutes
• Establish and maintain effective working relationships with internal and external customers
• Plan, organize and present information in a clear and logical format
• Model behavior that is consistent with our values of RESPECT

A combination of education and experience that provides the required knowledge, skills, and abilities to perform the duties of the job

A high school diploma or its equivalent

Two years of responsible office clerical experience.

A valid NC driver's and the availability of private transportation or the ability to provide transportation between job sites. Some positions in this job classification are driving essential and required to conform to the Town's Safe Driving and Accident Procedures.