Administrative Support Specialist II

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Job Description

Are you someone who values organization and pays close attention to detail? Do you excel in delivering outstanding customer service? Would you like to be a part of a fun environment in an organization that provides exceptional benefits? If so, this could be the perfect opportunity for you!

Performs difficult skilled support work, providing primary administrative support in a division or department, preparing and maintaining detailed, complex and/or confidential records and files, preparing complex and specialized reports, assisting the public and performs related work as apparent or assigned. Work is performed under the limited supervision of the Recreation Director.

Essential Functions

• Greets visitors, citizens, and customers, answers telephone; provides information, forwards calls to appropriate party, assists the public with the completion of records, applications, etc. and directs visitors to appropriate party;
• Prepares and maintains a variety of office files, accounts, and other complex and specialized records, complies information, and verifies data; maintains all registration data;
• Assists Recreation Director with budget and financial processes; codes and reconciles invoices with payment vouchers; prepares daily deposits; enters timesheets on behalf of the department; prepares bills and performs calculations and posts to statistical and other records applying knowledge of regulations;
• Purchases supplies for employees and/or department and obtains approval for, enters, and tracks purchase orders; maintains inventory for all park and office supplies;
• Maintains all SDS forms for the department;
• Types a variety of documents including correspondence, forms, and reports; purchase orders and requisitions, agenda items, resolutions, and ordinances and related documents, etc. where knowledge of format and presentation is necessary;
• Answers routine correspondence independently;
• Creates presentations for various committees such as the Recreation Advisory Committee and Board of Commissioners;
• Enters a variety of complex data into computer system; gathers and compiles detailed information; prepares a variety of complex and specialized reports; checks and reviews a variety of data for accuracy, completeness, and conformance to established standards and procedures and enters and retrieves sensitive and restricted information into computer system;
• Attends special meetings, compiles, types agendas and meeting minutes, and prepares information packets including correspondence and action items;
• Maintains daily calendar of appointments, schedules and coordinates inspections, meetings, and appointments including creating and maintaining the janitorial calendar;
• Assists in the preparation and distribution of flyers, informational material, and newsletters, and prepares program guide 3 times a year; works with County school system to disseminate program information; prepares and submits press releases and composes public notices and ensures ads are published within required time frames;
• Assists with coach and volunteer recruitment;
• Oversees the Parks and Recreation non-profit grant process, including overseeing the financial review process and meeting with staff;
• Maintains and updates department webpages, social media websites, and specialized databases;
• Trains seasonal park staff on time entry;
• Fills in as special event assistant, scorekeeper, and gym supervisor as needed;
• Attends all Recreation Advisory Board Meetings;
• Performs other duties as assigned.

Minimum Qualifications

High school diploma or GED with coursework in secretarial science, business administration or related field and moderate experience in administrative support and office operations or an equivalent combination of education and experience.

Knowledge, Skills, and Abilities

• Comprehensive knowledge of the organization and functions of the department and of general administrative policies and practices;
• Comprehensive knowledge of standard office practices, procedures, equipment, and office support techniques;
• Comprehensive knowledge of business English, spelling, and arithmetic;
• Ability to read, understand, and interpret difficult materials with complicated information that may contain excerpts from regulatory and/or legal documents;
• Ability to keep office records and to prepare accurate reports from file sources;
• Ability to perform and organize work independently;
• Ability to prepare effective correspondence on routine matters and to perform office management details without referral to supervisor;
• Ability to operate standard office and computer equipment including the ability to operate specialized software;
• Ability to establish and maintain effective working relationships with associates and the general public.

Chatham County is fully committed to equal employment opportunity (EEO) principles and issues this anti-discrimination/EEO compliance clause to support and maintain employee’s rights and responsibilities relating to equal employment. The core of equal employment opportunity is the right to work and advance on the basis of merit, ability, and potential, free from prejudice or discrimination. In accordance with the applicable anti-discrimination statutes, executive orders, and other authorities, Chatham County protects employees against discrimination, to the fullest extent of law, on the basis of race, color, religion, sex (including pregnancy), national origin, sexual orientation, gender identity, age, disability, genetic information, marital status, political affiliation, whistleblower activity, parental status, and military service (past, present, or future), and against retaliation for participation in EEO activity or opposition to discrimination.