RECREATION ADMINISTRATIVE ASSISTANT

Provides exceptional customer service to Recreation Department customers by assisting with facility reservations, permits, programs, events, fees, and related policies and procedures. Performs administrative and financial support duties, including maintaining records and reports, processing permits and payments, managing office supplies and forms, entering facility and event information, and preparing daily deposits. Supports department operations and the Community Affairs Board through meeting preparation and minutes, while maintaining cross-training to provide basic CORE office support as needed.ESSENTIAL DUTIES

• Greets Recreation Department customers both in person and on the phone exhibiting customer service that exceeds expectations while providing information for Recreation Department events and activities to also include park pavilion reservations, practice field reservations, special event applications, summer programs, and summer swim lessons; schedules and/or checks availability, explains policies and procedures when necessary or routes requests to the appropriate person.  
• Issues park permits for pavilion rentals and special events. 
• Coordinates Park Permits and practice field reservations with the Parks and Open Spaces Department. 
• Serves as a cashier receipting monies for pavilion deposits, rental fees, and miscellaneous fees for recreation programs and events. 
• Maintains filing system, types and edits a variety of correspondence, reports, memoranda, and other material to include both monthly and annual reports. 
• Develops, maintains, and monitors office forms and supplies, orders as needed. 
• May assist Recreation Department staff, as needed, with purchasing/procurement as per Finance Department requirements and with reports, and presentations for advisory board meetings and other meetings with the public. 
• Enters all information related to availability of Recreation Department facilities, reservations, events, permits, deposits, and fees collected into the Recreation Department’s software. 
• Prepares the Recreation Department’s daily deposit in accordance with Finance Department policies and procedures. 
• Serves as support staff for Community Affairs Board (CAB), preparing agenda, contacting board members for quorum, preparing packets for board members, and transcribing minutes to comply with the New Mexico Open Meetings Act. 
• Cross-trains on basic Center of Recreational Excellence (CORE) information to be able to assist CORE staff in the absence of the CORE’s Office Specialist.

The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

NON-ESSENTIAL DUTIES

May serve on various employee committees, as required and assigned.

Education and Experience:

Graduation from high school or GED equivalent, with two years of previous administrative assistant experience in an office setting required. 

Skills, Knowledge and Abilities:

• Excellent customer service skills; able to perform under deadlines and effectively assist upset patrons; maintains a professional, courteous, respectful approach to all interactions with the public. 
• Proficient in Microsoft Office Suite (Word, Excel, Publisher). 
• Knowledge of additional publishing software (Illustrator, PhotoShop) is helpful. 
• Ability to accurately report, summarize, and prepare deposits for all fees collected. 
• Ability to multi-task and prioritize duties/assignments with a high degree of attention to detail and a high degree of accuracy. 
• Ability to establish and maintain effective working relationships with the public as well as with the staff from both the Recreation Department and Parks and Open Spaces Department. 
• Ability to work some evenings, weekends, and holidays as required with Community Affairs Board Meetings and assisting with Recreation Department events/activities. 

LICENSING AND CERTIFICATIONS

SUPERVISION RECEIVED

Under the general supervision of the CORE Facility Director and the Recreation Director.

PHYSICAL DEMANDS

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. 

While performing the duties of this job, the employee is frequently required to sit, stand, talk and hear.   The employee is occasionally required to reach with hands and arms from a standing position. 

Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The office is a high traffic area, usually a moderately noisy environment.