PT Administrative Clerk -Parks & Rec

Department: Parks and Recreation, Division: Recreation

FLSA Status: Non-exempt, Retirement: KPERS

About the role

Provide administrative and general office support to the Parks and Recreation Department, including the Performing Arts Center. Tasks include customer service, word processing, data entry, record keeping, invoice processing, filing, mail handling, and website maintenance.

Responsibilities

• Perform general and routine administrative and clerical duties such as answering phones, providing customer assistance, copying and scanning documents, and filing.
• Assist with play productions at the Performing Arts Center for the River City Community Players, including arranging royalty, deposit, and rental payments; printing/copying unrestricted material; processing expense reimbursements; and returning rental materials in properly prepared packages.
• Compose, edit, and proof correspondence, including letters, memorandums, forms, reports, and purchase orders, ensuring content accuracy and completeness.
• Compile, retrieve, maintain, and update paper and electronic documents, files, reports, contact lists, and other records within the department.
• Process, sort, and distribute incoming mail; prepare and process outgoing mail.
• Assist with citizen contacts, including requests for information or service, online and in-person reservations and registrations, and complaints, providing prompt and professional service with follow-up as needed.
• Maintain department website for updates and accuracy.
• Develop attendee lists and required attendee paperwork or correspondence.
• Order and maintain inventory of office equipment and supplies.
• Code and enter department invoices and requisitions into the city’s financial software system.
• Perform other duties as required or assigned.

Peripheral Duties

• Attend Parks and Community Activities Advisory Board meetings in the Administrative Assistant’s absence.
• Participate in parks and recreation-sponsored events as requested.
• Serve as a member on various department committees.

Requirements

• Graduation from high school or GED equivalent.
• Minimum of one year of experience performing administrative or general office/clerical duties.
• Possess a valid driver’s license at time of application (and maintain for duration of employment) and meet insurability standards under the fleet insurance policy.
• Able to type a minimum of 35 WPM (typing test administered at the Leavenworth Workforce Partnership Center).
• High level of experience with computers and office equipment.

Skills

Working Knowledge of:

• Computer software, office equipment, and electronic data processing in a Windows-based environment, including Microsoft Word, Excel, Access, and Outlook.
• Business English, spelling, and business math; accounting principles and procedures; general office practices and procedures; general record-keeping procedures.
• Website development/maintenance and social media posting.

Skills and Abilities:

• Public relations and public speaking; effective verbal and written communication; composing and preparing memos, reports, and correspondence.
• Operating listed tools and equipment.
• Function effectively with minimal instruction and changing priorities.
• Read, write, and speak English clearly; follow oral and written instructions.
• Present information effectively, both verbally and in writing, to individuals or groups.
• Maintain composure in a high-traffic environment; multi-task and work independently with limited supervision.
• Deal professionally and courteously with the public, departmental personnel, vendors, and other city/county agencies.

Desirable Qualifications

• Two or more years of experience in a business, professional, or governmental office performing a broad range of administrative duties.
• Post-secondary, vocational-technical, secretarial school, or associate’s degree in a closely related field.
• Previous experience in a Parks/Recreation department with similar duties and responsibilities.
• Experience using social media networks such as Facebook and Twitter.

Tools and Equipment

• Multi-line telephone system
• Personal computer, including Microsoft Office