Administrative Assistant PR&SS

Position Summary/Purpose

The purpose of this position is to assist with the daily operations for the Parks and Recreation Department. Under supervision by the Director of Parks, Recreation & Senior Services and the Assistant Director of Parks, Recreation & Senior Services, will perform tasks and duties that are required for the proper development of programming activities and administrative functions for the department. In addition, the position is responsible for business operations of the department such as scheduling registration of programs, inventory control, departmental procedures and other coordination of programs assigned.

Essential Functions and Responsibilities

• Aid in the daily operations of the Parks, Recreation & Senior Services Department, including accounting, scheduling of seasonal staff/instructors, and adherence to departmental operational practices.
• Assist with registration of community members for various programs and activities, including answering questions by email, phone or in person.
• Administer accurate fee collection process and record as instructed.
• Ensure that the building/facility use procedures and policies are clearly communicated.
• Respond to public inquiries, regarding departments programs and facility usage.
• Screens incoming phone calls, mail, concerns and questions; serves as first point of contact for community members to answer questions, disseminate program information and explain department’s policies, procedures and programing.
• Accurately compose correspondence and memoranda via letters and email.
• Gather and enter data to compile departmental reports as required or requested.
• Aid in preparing documents and brochures for print, online and social media postings.
• Maintain membership and mailing lists of participants.
• Inspect facility and the surrounds to help ensure safety.
• Aid in department special events and programs.
• Aid in keeping department office equipment clean and in proper running order.
• Attend mandatory meetings and training sessions as scheduled.
• Act immediately and appropriately to secure the safety of participants in the event of an emergency.
• Communicate in a professional manner at all times while delivering the highest customer service.
• Ability to enforce town and department policies while providing a high level of customer service to the public, must be diplomatic and calm.
• Arrive prepared and on time for work and consistently demonstrate service excellence.
• Foresee hazards and take steps to control them for the safety of the public.

Minimum Required Qualifications

• Education, Training and Experience: High School Diploma, preferred college degree; Two years plus years successfully working in an administrative assistant position with a focus on delivering outstanding customer service, and an accurate work product.
• Knowledge, Ability and Skill: Knowledge: working knowledge of the Parks, Recreation & Senior Service Department. Knowledge of how to provide responsive customer service, working knowledge of office procedures, practices, and terminology, working knowledge of database management, proficient in Word, Outlook, Excel, Publisher, Adobe, PowerPoint and other word processing and software applications. Ability: Ability to communicate effectively with the public and co-workers. Ability to remain alert, attentive and responsible. Ability to attend scheduled departmental meetings, in-service training and mandatory town staff trainings. Ability to be proactive in selling programs to others, ability to follow written and oral instructions; ability to work as a team with other employees. Ability to adhere to all Town of Branford policies. Ability to multitask, assist others as needed to promote a team effort to serve the public and ability to acquire knowledge of the town’s geography as it pertains to departmental facilities and public town facilities for recreation use. Skill: Good verbal communication skills; aptitude for working with the public and staff members; aptitude with working with paperwork and details; skills in using mention equipment and computer skills; skills in serving the public and providing good customer service; aptitude with working with and explaining programs, special events, and departmental policies to the public; aptitude with working with families and children. Good listening skills.