Job Description

Administrative Assistant (Parks & Recreation Department) Location Fairview Heights, IL :

Administrative Assistant

ParksRecreation Department

ANNUAL SALARY RANGE: $45,485.03 - $64,214.16 / year

SUMMARY OF POSITION :

Under the direction of the Director of Parks and Recreation, the Administrative Assistant is responsible for the routine and complex administrative duties; oversees and administers day-to-day activities and functions of the Parks and Recreation Office. As the Administrative Assistant, you will be the heartbeat of our administrative functions, ensuring seamless operations and supporting our mission-driven team. This full-time role demands dedication that may extend beyond 40 hours per week, accommodating evenings and weekends.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES : Performs general office duties and provides secretarial support for the Department of Parks and Recreation

Provides outstanding and results-driven customer service

Acts with a sense of urgency and responds in a timely manner to complaints, questions, and inquiries from residents and members of The REC Complex in regards to the services of the Parks and Recreation Department

Open, sort, read and distribute all incoming correspondence for distribution

Process payroll and maintain payroll reports, credit card statements, delinquent account collection and purchase orders

Responsible for hiring, training, coaching, disciplining, and supervising the office support staff

Supervise the full-time and part-time office staff and oversee front office management

Maintain all files, documents, memberships and other pertinent information

Primary manager of daily revenue from rentals, registration, fees, and miscellaneous income. Includes preparing daily deposits, and reporting to the Finance Department

Assist the Director with tasks like correspondence, legislative files and office communications

Collaborate with Director to meet all Grant requirements, ensuring meticulous processing, reporting, and compliance

Manage telephone operations and office equipment needs and supplies

Collaborate with the Management Team to organize department files in line with Document Retention and Destruction Policy

Accurately compile and prepare reports and documents for the Management Team

Plan and coordinate team-building activities, employee appreciation events, and community outreach initiatives

Act as a central point for internal communications, ensuring team alignment and effective collaboration

Monitor and report on office expenses, supply inventory and administrative budgets

Maintain Director's calendar and scheduling of appointments

Make travel arrangements for the Management Team

Administer first aid and emergency procedures as needed

Other duties as assigned by the Director and/or his/her designee

SAFETY AND RISK MANAGEMENT DUTIES AND RESPONSIBILITIES :

Uphold a comprehensive understanding of all general agency and department-specific safety protocols and guidelines

Process reports on work related injuries and customer related injuries in a timely fashion to the appropriate department

Complete detailed incident/accident report forms following any safety related incidents and ensure their prompt submission to the appropriate department.

COMPETENCIES : In this role, showcasing these competencies will set you up for success:

Attention to Detail: Prioritize accuracy in all administrative tasks

Team Collaboration: Work seamlessly with various departments and stakeholders

Problem-Solving: Navigate challenges with creativity and resourcefulness

Tech-Savviness: Adapt to evolving software applications and tools

BASIC JOB QUALIFICATION:

Associates or Bachelor's Degree in related field preferred

Two years of professional executive secretarial or administrative office support experience, including at least one year in a public sector environment

Experience managing employees

Experience or ability to transcribe from electronic media, or transcribing notes of the proceedings of a public meeting preferred

CPR, First Aid, and AED Certified, or the ability to become certified within one (1) month of hire

Valid Driver's License

KNOWLEDGE, SKILLS, ABILITIES REQUIRED:

Excellent oral and written communication skills, including the ability to demonstrate a friendly, enthusiastic, and positive attitude

Ability to work independently, take initiative, and spearhead projects after receipt of general direction

Organize, ability to plan ahead, and keep an excellent filing system

Ability to exercise good judgment in a variety of situations

Engage in a strategic thought process

Maintain a balance among multiple priorities with a sense of urgency

Ability to communicate effectively orally and in writing

Maintain confidential information with discretion

Ability to transcribe materials

Knowledge of customer service skills and ability to work tactfully with the public and employees

Ability to remain calm under times where the public may be upset

Ability to operate and adapt to various platforms of technology, such as an iPad, laptop, personal computer, Smart TVs, etc

Knowledge of common office equipment, such as the use of a phone, printer, copy and fax machine, scanning equipment and software, and the ability to learn and adapt to new equipment

Intermediate knowledge level and skillful use of Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Publisher

WORKING CONDITIONS :

Most of the work is performed in an office setting with frequent interruptions with the need to deal with a great diversity of people. Some off-site work is required. Daily transportation to and from the Municipal Complex is required to pick up mail and daily deposits. Extended workdays and varied hours are a frequent occurrence, as are weekends, evenings and holidays to support the needs and demands of the Department.

OTHER JOB REQUIREMENTS :

Travel to seminars, conferences, and promotional events is occasionally required.

PHYSICAL REQUIREMENTS :

This position requires the ability to talk, hear, and see.

The employee is frequently required to sit for long periods of time using a computer monitor and keyboard; use hands to finger, handle, or feel; and reach with hands and arms.

The employee will also be required to stand, walk, stoop, kneel, or crouch to pick things up or move displays around.

Employee must be able to lift and/or move up to 25 pounds occasionally.

Specific vision abilities required include close vision, distance vision, depth perception, and the ability to adjust focus.

The City of Fairview Heights is an Equal Opportunity Employer. EOE/M/F/D/V

Job Tags

Holiday work, Full time, Part time, Weekend work, Afternoon shift,

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