ADMINISTRATIVE ASSISTANT

Description

Examples of Duties

• Provides administrative support for professional, seasonal staff; provides public information and conducts public transactions
• Develops and creates marketing materials for all of West Springfield Park and Recreation programs and special events. This includes creating flyers, registration forms, and posting said materials to the Park and Recreation webpage as well as other social media platforms.
• Schedules and processes permits for all pavilions, gazebos, Town Common, activities in Mittineague Park, athletic fields, forwards information to necessary parties for maintenance scheduling
• Screens callers or visitors to determine the nature of the inquiry and refers to appropriate party or office; answers inquiries as appropriate
• Employee processes Criminal Offender Record Information (“CORI”) background checks and provides the Director with information regarding adverse results.
• Prepares correspondence, documents, records and other written material in final or draft form
• Accepts applications for program fee waivers; provides assistance to applicant in the completion of forms; verifies accuracy of information, copies required documents and notifies applicant of Director’s decision of acceptance or denial
• Processes registrations of program participants during each registration period utilizing specialized computer software program
• Collects fees for registrations, permits, or services rendered; performs cashier duties accurately and reconciles receipts
• Maintains alphabetic, numeric and/or chronological files of records, documents and materials by preparing, coding and filing new material, searching for requested material and periodically purging obsolete material
• Assists in the processing of department mail
• Prepares and generates reports, rosters, mailing labels and daily registration receipts
• Organizes class and team rosters for instructors and athletic programs
• Assists public with activity enrollment
• Monitors program space availability; establishes and maintains wait lists for programs as needed; contacts participants of participant status and insures payment is received
• Inputs and maintains reservation records; processes permits for individuals
• Maintains an orderly appearance of the register area.
• Maintains inventory and orders office supplies.
• Employee maybe asked to assist with monitoring volunteers/seasonal staff or to provide support during programs or special event operations

Qualifications

Recommended Minimum Qualifications:

Education and Experience: An Associate’s degree or equivalent with three (3) to five (5) years of related experience; or any or equivalent combination of education, training, experience in office software applications, creating marketing materials and social media content which provides the required knowledge, skills and abilities to perform the essential functions of the job.

Special Requirements: Must be bondable; Criminal Offender Record Information authorized.

Knowledge, Abilities and Skill
Knowledge: Extensive knowledge of numerous recreational programs and activities;
Abilities: Ability to interact effectively and appropriately with the public and other personnel, perform multiple tasks and maintain confidential information.
Skills: Proficient computer skills, mathematical skills, recordkeeping and clerical skills, written and oral communion skills; proficient keyboarding skills; database management, spreadsheet applications, use of the Internet and publisher software in support of department operations.

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave. Part-time employees who work an average of __ hours per week over the course of a year, receive benefits on a pro-rated basis. To learn more details, visit our benefits page.