Administrative Assistant - MLK Center; Part-Time

Overview

Under the leadership of the Director of Parks, Culture and Recreation, this is a diversified and responsible administrative and technical position. It assists with the coordination and organization of individual programs, leagues and recreational activities that impact our citizens and the public and provides general administrative support to the leadership within the Parks, Culture, and Recreation department. This position primarily works within the MLK Jr.

Recreation Center, providing support and engaging with citizens and participants using the facilities across various shifts.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.

• Serve as the liaison and customer service support for Parks, Culture and Recreation team members, leadership, other departments, public officials and the general public.
• Assist with coordination of special, daily and summer activities and events.
• Communicates in an efficient, prompt, team-focused and courteous manner with all internal and external customers.
• Ensure all facility policies and procedures are communicated, understood and followed by facility patrons.
• Assist in the completion of accident, incident, damage and other forms.
• Assist in the development of necessary forms.
• Order and maintain office supplies and track supplies needed, including researching where to purchase supplies.
• Attend meetings to keep the team updated regarding activities throughout the City.

• Maintain calendars and schedule meetings for team members, including providing hospitality needs.
• Check members in and out of the facility and maintain accurate attendance logs.
• Issue new member badges and process replacement badges to ensure proper access and identification.
• Greet and assist visitors, members and program participants, providing information and directing inquiries.
• Answer incoming phone calls, emails and general inquiries in a professional and timely manner.
• Assist in maintaining scheduling of meeting rooms, classrooms and event spaces, coordinating with staff and community partners.
• Support program registrations by collecting forms, verifying eligibility and entering information into tracking systems.
• Prepare and maintain records, files and reports related to memberships, activities and facility usage.
• Assist with clerical tasks such as photocopying, scanning, filing and data entry.
• Coordinate with staff on special events and community programs, including distributing materials and assisting with setup.
• Ensure confidentiality and professionalism when handling sensitive information.

• Provide administrative support for leaders.
• Perform other duties as assigned.

• Exceptional customer service skills and abilities, including in-person communication with citizens in a rapid-paced environment.
• Knowledge of modern office practices, office management and procedures.
• Ability to understand the responsibilities and nature of confidentiality.
• Ability to learn and follow departmental rules, regulations, procedures and functions.
• Ability to keep records and reference files, to assemble and organize data and to prepare composite reports and presentations.
• Ability to work independently with limited supervision.
• Strong knowledge of Microsoft Office (Word, Excel, Outlook, and PowerPoint).
• Ability to learn and utilize third-party software in an independent and efficient manner.
• Strong knowledge of administrative processes, practices and procedures.
• Ability to answer multiple telephone lines.
• Ability to work in a fast-paced environment.
• Ability to establish and maintain professional, cooperative, team-focused and effective relationships with team members, other agencies, other departments, leaders and the general public.

• Graduation from high school or possession of an acceptable equivalency diploma.
• Two (2) years experience in administration preferred.
• Valid driver’s license.

A comparable amount of training or experience may be substituted for the minimum qualifications.

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.

• Occasionally - Lift/Carry: 15-25 lbs., Push/Pull: 25-40 lbs., Climb, Crawl, Drive.
• Frequently - Lift/Carry: 15 lbs., or less, Push/Pull: 25 lbs., or less, Twist/Turn, Reach Above Shoulder, Reach Outward, Stand, Walk.
• Constantly – Acceptable Eyesight (with or without correction), Acceptable Hearing (with or without a hearing aid), Sit,…