Administrative Assistant

Administrative Assistant

Salary $49,982.40 - $60,756.80 Annually

Ashland Parks & Recreation, OR

Hourly, Full-Time

Opening Date 05/14/2024

Closing Date 5/28/2024 5:00 PM Pacific

This is a full-time position providing customer service and administrative office support to the Parks & Recreation office located at The Grove (M/W/F) and the North Mountain Park Nature Center (T/Th) serving as point-of-contact for customer service and front office responsibilities. Handles inquiries with customers in person, through email and by phone, maintains data such as registration software, spreadsheets, and other office software, maintains departmental files, sorts, and distributes mail, assists customers in registering for classes and making park and building reservations; collects and receipts monies received from the public; handles deposits compiles data and performs other work as assigned. Assist with program and event promotions and materials and day of event and program operations as requested.

DISTINGUISHING CHARACTERISTICS:
The Administrative Assistant provides customer service to the public, communicates with staff, and provides support for the management team through clerical tasks as assigned. Provides a wide variety of administrative duties that could involve sensitive and/or confidential situations.

The Administrative Assistant classification is distinguished from the higher- level classification of Executive Assistant as the latter provides administrative and clerical support, including work of a highly sensitive and confidential nature, to the Department Director. In contrast, an Administrative Assistant reports directly to the Recreation Manager.

SUPERVISORY RESPONSIBILITIES:
Employees in these classifications do not supervise staff. However, an Administrative Assistant may indirectly supervise the work of a temporary employee or volunteer, most often on a project or temporary basis.

Essential Job Functions

ESSENTIAL JOB FUNCTIONS:
The duties listed are intended 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 classification if the work is similar, related and/or a logical assignment to the classification.

• Perform a wide variety of routine to moderately difficult clerical work pertaining to office reception, customer service, data entry, word processing, filing, document processing, and other duties.
• Answer the telephone and determine the nature of calls; route callers to the appropriate person or take messages as necessary; schedule appointments and meetings; greet visitors in a welcoming manner, screen requests, and refer to other persons or departments as appropriate; respond to general questions from the public.
• Use SmartRec registration software platform to enter classes, run reports, register customers, or refund money. May involve over the phone verbal step by step instructions to customers through the registration process.
• Check and tabulate numerical or financial data, make routine calculations, answer general questions pertaining to department functions and activities.
• Prepare and/or type a variety of documents, including sensitive and/or confidential documents, such as letters, forms, proclamations, notices, memos, agendas, grant applications, reports, statistical information from rough drafts and oral instruction. Research, compile, and present data for special projects and various reports; synthesize information for newspaper, web, and/or other publications. Perform administrative tasks necessary to manage contracts, grants, and other databases as required; prepare requests for proposals. Update and post content on websites; compose routine correspondence and reports with minimal instructions; complete departmental forms; prepare and/or coordinate the processing of committee meeting presentation materials. Some meetings may require attendance after regular business hours.
• Provide support during scheduled events and take minutes for Parks & Recreation staff and subcommittee meetings as requested.
• Post regularly to social media platforms and manage marketing information including online and website calendars for posting meetings, recreation programs and classes. Assist in weekend or evening day-of event operations as requested.
• Initiate, review, update, complete, and process a variety of forms and documents; verify that information is complete in accordance with established requirements; calculate fees or charges based on well-defined parameters and formulas; receive and receipt payments from customers.
• Maintain a variety of online files and record retention, review and route incoming mail and materials; prepare outgoing mail for delivery to postal authorities and delivery carriers; make copies of documents.
• Maintain adequate levels of office supplies; re-order or pick up supplies and materials from vendors or other departments as necessary; complete and submit requisitions for purchasing; track administrative expenses for budgetary purposes; resolve errors in orders received and invoices.
• Perform light cleaning and organizing and may perform set-up, take down and lifting to 25 lbs.

AUXILIARY JOB FUNCTIONS:

• Assist in the training of new personnel.
• Set up tables and chairs for classes and meetings.
• Provide back-up support to other staff as needed.
• Perform other work as assigned.

Required Minimum Qualifications

Education: Completion of 60 semester (or equivalent quarter) units from an accredited college or university with major coursework in business administration.
Experience: A minimum of two (2) years of technical administrative experience that included advanced administrative support responsibilities in a confidential office setting.
Any satisfactory equivalent combination of education, training and experience that demonstrates the knowledge, skills, and abilities to perform the duties of the job proficiently may substitute for the above requirements.
Desirable Qualifications (but not required): Experience in a government organization is desirable. Experience with the Adobe Creative Suite programs desirable. Experience in communication, journalism, marketing, or public relations is desirable.

SPECIAL REQUIREMENTS
Possession of, or the ability to obtain and retain, an Oregon driver's license by the time of appointment.

KNOWLEDGE, SKILLS, AND ABILITIES:
Modern office procedures, methods and computer equipment.
Office management and administrative support methods and procedures.
Methods of report writing.
Principles and practices of customer service.
English grammar, spelling, vocabulary, and punctuation.
Business letter writing.
Common word processing, spreadsheet, and database software. Basic principles of employee supervision and training.
Social media in a business setting.

ABILITY TO:
Exercise sound judgment when initiating processes, actions and alternatives within established procedures and regulations.
Operate a variety of office equipment including a computer and associated standard business software, including budget software.
Prepare and analyze statistical data, tables, and charts.
Maintain confidentiality of documents, materials, and information.
Learn specialized automated systems used in the department. Locate, identify, and correct inaccurate or incomplete information.
Communicate effectively, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Meet deadlines.

PHYSICAL DEMANDS:
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
(1) frequent sitting for long periods of time; occasional bending or squatting. (2) : frequently up to 10 pounds; occasionally up to 25 pounds. (3) constant use of overall vision; frequent reading and close-up work; occasional color and depth vision. (4) : frequent use of keyboard; frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching. (5) : frequent hearing and talking, in person and on the phone. (6) : frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.

WORKING CONDITIONS:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed in a typical office environment and is subject to moderate noise and frequent interruptions.

Application and Selection Process

Please apply ONLINE at https://www.governmentjobs.com/careers/ashlandor

A completed City application must be filed online with the Human Resources Department before the deadline shown above and may be supplemented with a resume of work experience. Resumes are NOT accepted in lieu of a completed City application. Resumes received without a completed City application will not receive a response from the Human Resources Department.

Following a review of the applications, a limited number of the most highly qualified applicants may be invited via email to proceed further in the selection process. Those not selected for interview will be notified in email (no phone calls please). The applicant selected must provide, at the time of employment, appropriate documentation of citizenship, as required by the immigration and Naturalization Act of 1986.

Per Oregon Revised Statutes 408.225 and 408.230, the City of Ashland grants preference in hiring and promotion of veterans and disabled veterans as defined by state law. If you are eligible and wish to claim Veterans' preference points, please indicate so on your application. Please note that you need to submit documentation of your eligibility at the time of your application.

A thorough background investigation will be completed on the candidate selected for hire.

The City of Ashland is an equal opportunity employer and will not discriminate against an employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, age, marital status, national origin or mental or physical disability unless based on a bonafide occupational qualification.

The City of Ashland will make reasonable accommodations for the disabled. Individuals with disabilities requiring accommodation in the application or testing process MUST inform the Human Resources Department of the City of Ashland, in writing, no later than the final filing date as stated on the job bulletin. Applicants needing such accommodations should document the request, including an explanation as to the type and extent of accommodations needed to participate in the selection process.

Job Type: Full-time

Pay: $49,982.40 - $60,756.80 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Ashland, OR 97520 (Required)

Ability to Relocate:

• Ashland, OR 97520: Relocate before starting work (Preferred)

Work Location: In person

Salary : $49,982 - $60,757