Administrative Office Clerk PR

DEFINITION:  Under the direction of the Parks and Recreation Manager or his/her designee, performs a variety of clerical and secretarial duties for the department; coordinate flow of communications, correspondence and information in support of assigned functions activities.SUPERVISION RECEIVED AND EXERCISED: Receives direction from the Parks and Recreation Manager or his/her designee. 
 
EXAMPLES OF ESSENTIAL DUTIES AND RESPONSIBILITIES:  Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics.  The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities.  Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks to address business/organizational needs and changing business/organizational practices:
 

• Perform a variety of clerical and secretarial duties to assist the department in all administrative and clerical detail; assure smooth and efficient office operations; coordinate flow of communications and information in support of assigned functions and activities.
• Serve as the secretary to the assigned supervisor; provide communication services; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conference, meetings and other events.
• Receive visitors, including administrators, staff and the public; provides assistance or direct to appropriate staff; respond to inquiries and provide information and assistance related to program or department operations, activities, standards, requirements, time lines, policies and procedures.
• Compile information and prepare and maintain a variety of records, logs and reports related to projects, accounts, department functions, issues, financial activity, meetings and assigned duties; establish and maintain filing systems.
• Schedules all events and maintains calendars or all City properties such as the Lions Center Gym, the Lion’s Center Pool, the Del Rio Community Center, as well as the Teen Center and the Elks’ Youth Building.
• Process invoices and purchase orders and arrange for payments as assigned; collect, process and account for monies and deposits as required.
• Creates newsletters, creates social media posts using Canva of Parks and Recreation activities.
• Receive sort and distribute incoming mail, packages and materials required; contact others to request documents as needed; prepare outgoing mail and materials for distribution.
• Communicate with personnel, administrators, various outside agencies and the public to exchange information and resolve issues or concerns.
• Operate a variety of office equipment including calculator, copier, fax machine, computer and assigned software.
• Maintain appointment and activity schedules and calendars; reserve facilities for meetings and other events as needed.  Uses the City’s online reservation portal for scheduling of facilities.
• Coordinate and attend a variety of meetings as assigned; compile and prepare agenda items and other required information and materials for meetings and other events; take, transcribe and distribute minutes as directed.
• Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory.
• Updates the Parks and Recreation pages of the City’s website to keep up to date/current.
• Operates the City’s Live Scan machine; fingerprints all volunteers employees and general public.   Keeps logs of all transactions of the use of the Live Scan machine and works with the State of California Department of Justice regarding new laws and procedural updates.
• Performs other related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES TO:
 

• Modern office practices, procedures and equipment.
• Policies and objectives if assigned programs and activities. 
• General terminology, practices and procedures of assigned office.
• Record-keeping and filing techniques. 
• Business letter and report writing, editing and proofreading.
• Telephone techniques and etiquette. 
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Principals and practices of data processing.
• Interpersonal skills using tact, patience and courtesy.
• Operation of a computer and assigned software.
• Oral and written communication skills.
• Methods of collecting and organizing data and information.
• Mathematic calculations.
• Ability to coordinate flow of communications, correspondence and information.
• Ability to assure smooth and efficient office operations.
• Ability to answer phones and greet the public courteously.
• Ability to complete work with many interruptions.
• Ability to compile and verify data and prepare reports.
• Ability to maintain a variety of records, logs and files.
• Ability to utilize a computer to input data, maintain automated records and generate computerized reports.
• Ability to establish and maintain cooperative and effective working relationships with others.
• Ability to meet schedules and time lines.
• Ability to work independently with little direction.
• Ability to communicate effectively both orally and in writing.

EDUCATION & EXPERIENCE AND LICENSE:  Any combination equivalent to graduation from high school (GED) and one year of clerical or secretarial experience involving frequent public contact.   Class C driver’s license with an acceptable driving record.  Must obtain the Fingerprint Rolling Certification from the State of California Department of Justice.