Administrative Support Specialist - Parks & Recreation

GENERAL DEFINITION AND CONDITIONING OF WORK:
Performs a variety of responsible administrative and office support duties for the Parks & Recreation Department and Parks & Recreation Advisory Committee.
An employee in this class performs a variety of administrative support duties to the Parks & Recreation Director.  

• Serve as the initial point of public contact for the Department of Parks and Recreation and information point of contact, operating the reception function.
• Create documents and forms and enter data.
• Maintain records and files.
• Serve as Clerk to the Parks & Recreation Committee.  
• The employee is expected to have a thorough understanding of the Parks & Recreation Department and its services to respond to inquiries; 
• Conduct research to address questions and concerns or refer to appropriate authorities for response.  
• Work requires knowledge of word processing, spreadsheets, and GIS to perform the duties and tasks.  
• Receive and process payments, including cash, from citizens and patrons using the parks facility.
• Balance accounts, create deposits, and deliver reports and account information to the Finance Department daily.
• Work is performed under the supervision of the Director of Parks and Recreation and is evaluated through observation, conferences, and the quality and effectiveness of work completed.

ESSENTIAL FUNCTIONS/TYPICAL TASKS:

• Answers telephone and greets citizens; directs calls or citizens and information based on the type of request; screens mail, documents and other materials and routes according to general knowledge of the work unit’s operations and key personnel.
• Establishes and maintains office documents, databases, files, office supplies and other materials.
• Assists the public with variety of information related to the Parks & Recreation Department and the Town of Smithfield in general.
• Reviews and verifies documents to ensure that information is provided and correct.
• Performs data entry to create and maintain a variety of databases and generate reports.
• Types letters, reports and other materials; types rough drafts from handwritten, dictated, recorded or other marked copy; composes some correspondence.
• Prepares time sheets for payroll.
• Types information such as names, addresses, cards, and other items where the information is extracted from routine sources or specific instructions.
• Proofreads materials for typographical or spelling errors.
• Enters correct information on forms or form letters to varying situations.
• Creates records by posting general program activity on established forms, files, and other record keeping devices.
• Places materials and records in alphabetical or numerical order for proper filing into the appropriate record keeping system.
• Creates, updates, or maintains spreadsheets.
• Responsible for handling of funds from citizens and patrons using the parks facility, balancing deposits and delivering to the Finance Director daily
• Other duties as required and assigned.
• Backs up office and administrative staff.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of office practices and procedures.
• Knowledge of grammar, spelling, and vocabulary.
• Knowledge of the use and care of personal computers and related software and hardware peripherals.
• Knowledge of the policies, procedures and services of the Parks & Recreation department and Town.
• Skill and accuracy in the use of standard office equipment.
• Ability to communicate effectively in person and by telephone.
• Ability to be tactful and courteous.
• Ability to schedule appointments and meetings based on general oral or written instructions.
• Ability to follow oral and written instructions and procedures.
• Ability to perform word processing or data entry tasks with accuracy at the speed required by the particular program or position utilizing the services of this role.
• Ability to organize and apply filing and coding systems and to arrange and place records, reports, and files into proper sequence.
• Ability to compile data and information for reports or internal data and statistics.
• Ability to establish and maintain effective working relationships with the general public and other employees.
• Ability to proof own records and data.
• Must be able to transcribe minutes from tape recording.

EDUCATION AND EXPERIENCE:

• Two-year Associate Degree and 2 years or less experience in administrative support with emphasis on office technology and public contact, or
• Graduation from high school and 5 to 7 years of experience in administrative support with emphasis on office technology and public contact; or
• Equivalent combination of education and experience.
• Possession of a valid North Carolina Driver’s License.