Current Employment Opportunities with the City of Meridian:

Job Title: Administrative Assistant I
Department: Parks & Recreation
Report To: Assigned Supervisor
Open Date: July 17, 2024
Close Date: Open Until Filled, First Review Date July 24, 2024
Salary: $21.54 per hour

Job Summary:
Primarily responsible for providing a wide array of administrative functions, as well as routine clerical work. Assists and supports multiple individuals with various departmental functions, including administrative duties pertaining to recreation classes and activities, sports leagues and tournaments, special events, and park reservations and maintenance. Additional duties include acting as a contact point for employees, citizens, volunteers, instructors, and others. Processes accounts receivable, maintains department file systems, and performs research, correspondence, and public relations tasks. This position works from City Hall or Homecourt depending on the season and operational needs. Work hours are generally Monday through Friday from 8:00am to 5:00pm. This class of employee is afforded discretion and works under general supervision.

Essential Duties & Responsibilities:
Answers multi-line telephone and routes calls appropriately using excellent communication and telephone skills;

Maintains, sorts, and organizes files and department information in compliance with the City Record Retention Policy;

Composes letters, correspondence, memos, and standard operating procedures requiring independent judgment as to content;

Researches and compiles data from a variety of sources and prepares reports;

Prepares meeting agendas and takes, prepares, and distributes meeting minutes;

Researches and responds to internal and external customer concerns and questions with respect and in a courteous and friendly manner to promote excellent customer service;

Handles sensitive and delicate public relations situations with a high degree of confidentiality and in a courteous, professional, and timely manner;

Utilizes Microsoft Office programs, including Word, Excel, PowerPoint, and various other software;

Utilizes recreation software for facility reservations, class/camp enrollments, sports league and tournament registrations, and special event registrations, analyzes and generates reports, makes changes to the system as needed;

Tracks inventory and conducts ordering and receiving of office supplies;

Prioritizes and organizes own work to meet deadlines;

Works independently and under the direction of immediate supervisor;

Reconciles daily cash and credit card revenue against account distribution via recreation software. This includes accurate revenue reporting by account for all revenue producing department divisions;

Invoices payments due, collects on past due accounts, and analyzes accounts receivable reports;

Prepares and verifies accuracy of invoices on behalf of contracted instructors based on revenue received from enrollments in their activities;

Provides direct support to all department staff and contracted instructors on various responsibilities for classes, camps, activities, sports leagues and tournaments, special events, and parks scheduling;

Tracks upcoming park reservations to verify payment and any follow-up items have been addressed and prepares and distributes park reservation reports to maintenance staff;

Tracks upcoming activity enrollment numbers relative to the required minimum and works with instructors to merge and/or cancel activities as needed;

Assists Recreation Coordinators by ensuring any supplemental documentation required for an activity, sports league or tournament, or special event is received and filed prior to the start date;

Processes park permits to go along with reservations including alcohol, amplified sound, and short-term concession permits;

Assists with the creation and revision of administrative policies and procedures;

Performs other duties as assigned or needed.

Job Specifications:
High school diploma or equivalent required plus 2 years of office/clerical support experience, or any combination of experience and/or training which provides the knowledge, skill, and abilities to perform the work required;

Some college education and/or administrative training is desired.

Knowledge, Skills, & Abilities:
Must have strong customer service skills, be able to manage multiple tasks and projects, plus have a strong attention to detail;

Must have excellent communication and telephone etiquette skills;

Ability to perform data entry and word processing at a proficient level using Microsoft Office software;

Must have strong professional writing skills for writing reports, minutes, and other communication;

Ability to operate office equipment, i.e., computer, calculator, copier, fax machine and postage machine;

Knowledge of mathematics, sufficient to add, subtract, multiply, and divide manually or by machine;

Ability to communicate and deal with the public, citizens and co-workers in a professional, empathetic, and positive manner;

Must have exceptional organizational skills and the ability to effectively establish priorities and complete multiple, competing, and time-dependent projects with superior attention to detail;

Ability to regularly plan, set up, and attend meetings, functions, and events, sometimes after hours;

Ability to work effectively with frequent interruptions in a team environment as a team player;

Ability to establish and maintain effective working relationships with Department personnel, city officials and the general public;

Ability to communicate, meet, and deal with the public and co-workers with respect in a pleasant, professional, and courteous manner;

Integrity in the performance of assigned tasks;

Must have a positive “can do” attitude;

Must be able to provide exceptional customer service and outstanding professionalism;

Must be willing to work in a fast-paced and demanding environment and display an attitude of cooperation and teamwork including occasionally assisting with others’ job functions during absences;

Must have the ability to work professionally and effectively with others;

Must be tactful, discrete, and diplomatic, as well as be assertive, resilient, have problem-solving ability, and take orders/direction;

Must have demonstrated excellent oral and written skills to communicate effectively with customers, vendors, and the public in face-to-face meetings, one-on-one settings, in groups, and in using a telephone;

Ability to produce documents with clearly-organized thoughts using proper sentence construction, English usage, vocabulary, punctuation, spelling and grammar;

Must be willing to attend classes in related fields to upgrade skills and knowledge.

Licensing and Certification:
Must hold a valid State of Idaho Driver’s License and safe driving record.

Work Environment & Physical Demands:
Work is usually performed in an office environment with moderate noise level;

Constantly requires sitting at a desk or computer terminal for long periods of time and ability to lift up to 15 lbs.;

Constantly requires clarity of speech and hearing, which permits the employee to communicate effectively with the public and other department members;

Constantly requires clear vision to read printed materials and computer screen to accomplish work;

Constantly requires repetitive movement of the wrists, hands, and/or fingers;

Constantly requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks;

Occasionally may require assisting with and attending Department sponsored special events or activities, sometimes after hours.

Travel Requirements:
Local travel is occasionally required.

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