PT Administrative Assistant III

Principal Duties And Responsibilities

• Implement year-round events and programs in collaboration with the Community Center Supervisor, applying knowledge of event planning principles and customer service practices.
• Select and manage vendor relationships, negotiate contracts, and ensure compliance with all specifications, utilizing effective problem-solving and negotiation skills.
• Communicate continuously with clients to meet requirements, provide excellent customer service, and manage guest interactions before, during, and after events.
• Congduct post-event debriefings and generate reports on event successes, incorporating client and attendee feedback with attention to detail and accuracy.
• Provide operational support during events and assist other departmental divisions as needed, demonstrating professionalism and adaptability.
• Perform general clerical tasks such as copying, filing, data entry, and document preparation, demonstrating proficiency in Microsoft Office applications and standard office equipment.
• Maintain and update license and certification records, and departmental spreadsheets, ensuring compliance with records maintenance practices and retention policies.
• Prepare invoices, reports, memos, and letters using word processing, spreadsheet, and database software with speed and accuracy.
• Conduct supply inventories, create requisition forms, confirm deliveries, and process payments, apply knowledge of office procedures and practices.
• Aid with staff travel arrangements and prepare travel vouchers and information packets.
• Provide accurate information and direct inquiries to appropriate departmental contacts, utilizing tactful and professional interaction skills.

Required Qualifications

• High School diploma preferred
• Clerical, customer service, or event coordination experience.
• Proficiency with Microsoft Office and office equipment.
• Valid Driver License

Physical and Environmental Conditions

• The position requires the ability to work in a standard office environment and move throughout event spaces and community facilities.
• Duties may include sitting, standing, walking, kneeling, reaching, twisting, and lifting.
• The employee must be able to set up and break down event equipment and navigate indoor and outdoor spaces, including stairs and uneven terrain.

Required Questions

• Are you 18 or older?
• Do you have a High School Diploma or GED?
• Do you have a valid Driver's License?
• How confident are you in handling customer interactions professionally?
• Do you have at least two years of customer service or clerical experience?
• How familiar are you with preparing invoices and other related documents?
• How many years of customer service do you have?
• Do you have experience interacting with customers to explain development regulations and resolve concerns?
• How proficient are you in Microsoft Office Suite (Word, Excel, Outlook)?
• How would you rate your attention to detail in your work?
• How confident are you in your ability to follow written or verbal instructions to complete a task?