The City of Rochester invites applications for the position of:
Administrative Assistant II
"Providing traditional, innovative, and affordable quality services (activities, programs, and facilities) for Rochester's residents and visitors."
Nature of Work
The Administrative Assistant II performs moderately complex clerical support work within their assigned department that may require knowledge of laws and regulations affecting departmental operations. Typical duties may include, but are not limited to completing routine accounting or payroll tasks; issuing permits and/or licenses to customers in accordance with prescribed procedures; composing office correspondence; entering and manipulating data in computerized systems; and handling challenging customer interactions. Depending on assignment, the Administrative Assistant II may perform some receptionist duties on a back-up or regular basis.
Applications will be accepted through December 2, 2018.
2018 Wage Information:
$23.48 per hour to start with advancement to $30.48 after six years.
DUTIES AND RESPONSIBILITIES:
The work below is representative of the scope of work performed within this job classification. Individual job duties will vary based on work assignment or location.
- Serve as the primary receptionist for internal and external customers to the Recreation Center.
Assess customer visits and telephone calls to determine the purpose and proper staff referral if necessary.
Greet visitors in a friendly, professional, and respectful manner and provide information as requested.
Answer questions regarding services and/or procedures when appropriate.
Record and update weekly schedule of open sessions on phone line.
Update outdoor marquee weekly or as needed.
Maintain the Recreation Center website page to keep information current.
- Provide administrative and clerical support.
Create letters, memos, reports, bulletins, news releases, and flyers.
Maintain records of programs and membership information.
Distribute miscellaneous information when requested or needed. (i.e. youth organization, swim club, figure skating club)
Schedule meeting rooms for events and parties
Prepare and maintain class registrations.
Offer assistance with logistics and event management as needed.
- Perform accounting/payroll related duties
Review employee time, leave and overtime payroll cards.
Balance daily cash receipts and prepare bank deposit.
Provide backup for cashier responsibilities during the day.
Enter vouchers into computer, obtain authorization, and submit to Finance for processing.
Prepare special-handling vouchers.
Assist with the hiring process by ensuring the correct forms are properly completed.
Complete the work schedule and arrange for training of part-time/seasonal staff while maintaining appropriate records.
Perform other duties as assigned or necessary.
Education and Experience
An Associate's degree from an accredited program AND two (2) years of full-time employment experience performing administrative office and accounting duties.
A high school diploma AND five (5) years of full-time employment experience performing administrative office and accounting duties.
Experience with computerized payroll and timekeeping systems
KNOWLEDGE, SKILLS AND ABILITIES
office practices and procedures; Recreation Center services; proper grammar, spelling, punctuation, vocabulary, and sentence structure.
the use of computers as well as other related office equipment; efficiently managing time and being well organized; establishing and maintaining effective working relationships with other employees, departments, management, outside agencies and the general public; .
learn and utilize computer software programs; provide excellent customer service; promote a safe and healthy team working environment for employees, staff and the public; adapt to frequent interruptions and requests; communicate in a concise manner both orally and in writing with the public and other staff; make accurate calculations and perform basic accounting tasks; provide work direction for other staff; work both independently and as part of a team to accomplish goals; maintain composure during stressful times; comply with the City of Rochester core values.
PHYSICAL AND ENVIRONMENTAL CRITERIA
In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.
In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:
Sitting, Fine dexterity
Walking, Standing, Lifting, Handling, Reaching, Carrying
Pushing/Pulling, Kneeling, Crouching, Bending
Sensory requirements necessary in the performance of the essential functions of this position include: sight, hearing, touch.
Environmental conditions that may exist in the performance of the essential functions of this job include: NONE (not substantially exposed to environmental conditions)