Administrative Aide

Department: Parks & Recreation
Work Location: Recreation Center
Hiring Range: $18.08–$21.00/hour
Position Type: Regular, Full-Time

About the Role

Performs a variety of routine and complex clerical, secretarial, and administrative work in keeping official records and providing administrative support to the Recreation Center of the Parks and Recreation Department. Works under the supervision of the Recreation Manager. Establishes and maintains effective working relationships with employees, officials, and the public. No supervision is exercised in this position.

Responsibilities

• Greets visitors of the Recreation Center and directs them to the appropriate area.
• Answers and screens incoming calls; takes messages for the Recreation Center and Sycamore Park Community Center.
• Distributes daily mail within the division.
• Receives money for recreational activities; accounts for, balances, and reconciles accounts; prepares bank deposits for the Recreation Center, Sycamore Park Community Center, and seasonal sport activities.
• Reconciles bank statements and balances checkbooks for related activities.
• Compiles and maintains spreadsheets for budgeting and financial purposes; prepares financial reports for activities under the Recreation Division (Sports Complex, Sycamore Park Community Center, sports leagues).
• Monitors standings and statistics; types rosters, brackets, and tournament schedules.
• Maintains and updates the Connie Mack World Series ticket database; prepares and sells tickets to the public.
• Prepares billing and payments for referees and umpires.
• Performs purchasing duties for the Recreation Center and Sycamore Park Community Center; coordinates with the City Purchasing Division; orders, tracks, and receives materials using the City computer system.
• Obtains quotes and interacts with vendors as required.
• Tracks purchase card expenditures for Recreation Division employees.
• Receives divisional time sheets; enters employee payroll time into the City computer system; balances and prepares reconciliation reports per pay period.
• Assists in training evening and weekend support staff; verifies accuracy of temporary support staff assignments and makes corrections as needed.
• Performs general secretarial duties such as typing and maintaining division filing systems.
• Opens and prepares facilities for daily operations.
• Orders and maintains division supplies.

Attendance at work is an essential function of this position.

Requirements

• Subject to the City of Farmington’s Drug and Alcohol Testing Policy (pre-employment, post-accident, random, reasonable suspicion, return-to-duty, and follow-up testing).
• Graduation from high school or GED equivalent with specialized coursework in general office practices.
• Progressively responsible office experience.
• Knowledge of recreation programs and record-keeping preferred.
• Knowledge of bookkeeping practices and procedures.
• Knowledge of sports league brackets and statistics preferred.
• Ability to type 60 wpm or at a rate sufficient to perform job duties.
• Comprehensive knowledge of word processing with emphasis on MS Word and Excel; professional preparation of correspondence and spreadsheets required.
• Ability to prioritize with ever-changing demands and perform multiple tasks with a high degree of accuracy, timeliness, and professionalism.
• Ability to effectively meet and deal with the public; communicate verbally and in writing to assist the public and department personnel.
• Ability to work calmly with irate customers and under pressure in stressful situations.
• Ability to establish and maintain cooperative working relationships with co-workers, city employees, and the public.

Skills

• Telephone and customer service etiquette.
• Personal computer and applicable software packages (MS Word, Excel).
• Copy machine, fax machine, calculator, and base radio.

Physical Demands

• Frequently required to sit and talk or hear.
• Occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.
• Must occasionally lift and/or move up to 20 pounds.
• Specific vision abilities required include close vision and the ability to adjust focus.

Work Environment

The work environment is a normal office setting.