Summary:
Under general supervision/or under the direction of the Office Manager, this is a mid-level, part-time Administrative Assistant position for the Department of Parks and Recreation. This position, shares with another Administrative Assistant position, to provide full-time assistance to the Department during operating hours and special events. In this highly visible role, the part-time Administrative Assistant will perform administrative, clerical, and technical support duties for the Department and interface with the public. In addition, the part-time Administrative Assistant will receive registrations, money and credit card information, answer multiple telephone lines, route calls, and respond to citizen questions concerning Parks, Recreation and Tourism, along with assisting Recreation Supervisors with special events.
Essential Functions of the Position:
- Provides information to County citizens by answering questions concerning Parks,
Recreation and Tourism.
- Keeps current with departmental operating procedures, policies, activity information, and related materials that are essential to the implementation of the Department’s mission statement.
- Answers multiple telephone lines and provides information to callers and/or routes calls to appropriate personnel/officials.
- Calls participants, instructors and volunteers to update them on schedule changes and/or cancellations.
- Schedules reservations for a variety of facilities, including, but not limited to, pavilions and park facilities, the Betty J. Queen Intergeneration Center, the Louisa Aquatic Facility, and after-hours use of some athletic fields. Schedules for site supervisors for such facilities if needed.
- Files correspondence and other records, some of which may be confidential such as payroll information and/or credit card information.
- Registers participants for programs, receives funds, writes receipts, and is responsible for placing money in appropriate secured location.
- Produce flyers for activities as needed by staff.
- Compiles upcoming activity information and submits to local advertising publications.
- Assists with implementing/supervising Parks and Recreation special events and other functions and assists with school dances.
- Assists with Parks and Recreation programs and activities including record keeping such as tracking funds, team assignments (if appropriate), distribution of equipment, etc.
- Retrieves and routes incoming mail when necessary. Use of postage meter required.
- Acts as site supervisor for Betty Queen Center, if necessary.
- Performs additional duties as directed.
Knowledge, Skills, and Abilities:
- Proven trustworthiness in that large amounts of cash and credit card information are handled daily.
- Considerable knowledge of office and administrative practices, policies and procedures related to departmental program and office support activities.
- Ability to make decisions in accordance with departmental policies and procedures.
- Demonstrated ability to complete tedious and/or difficult tasks, exercising independent judgment and creativity.
- Proven ability to communicate effectively, both orally and in writing, follow written and oral instructions, and have excellent spelling, grammar and punctuation.
- Must be able to build and maintain professional working relationships with co-workers, customers, and public officials.
- Proven ability to work with minimal supervision.
- An essential ability to maintain confidentiality.
Education, Experience, and Training
High School diploma supplemented with related or clerical or administrative experience in a fast-paced environment OR any combination of education, experience and training which provides the required knowledge, skills and abilities.
Working Conditions:
- Environmental: The employee is subject to both inside and outdoor environmental conditions. Work is typically performed in an office setting; however, special events
may require outdoor participation. This position will require a flexible schedule to accommodate the needs of the county to include evening, weekend and occasional holiday hours. The Department is currently open to the public Monday – Friday 8:30 a.m. – 5:00 pm.; however, the schedule may change with building usage and special programs or events.
- Physical Effort: 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 but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and other sedentary criteria are met.
- Hazards: No environmental hazards were identified for this position.
Special Conditions or Requirements:
- Must be willing to submit to a criminal background and Motor Vehicles check.
- Must also possess a valid Driver’s license
- Must consent to drug testing consistent with the Louisa County’s Drug-Free Workplace Policy.
- Must maintain a driving record consistent with insurance industry’s standards to drive a County vehicle.
- Twelve (12) month probationary period
Disclaimer: This information is of a general nature and is not intended to be a comprehensive description of each and every duty. This position is also responsible for performing other duties as assigned. The position will remain open until filled.
