Administrative Assistant II- Riverside

Basic Function

Department receptionist providing a full range of administrative support to the Riverside Division.

SALARY:

6A

REPORTS TO:

Administrative Assistant V- Riverside

POSITIONS SUPERVISED:

None

SCHEDULE:

Monday - Friday, 8:00 AM - 12:00 PM

Typical Duties

1.  Serve as the main receptionist for the division. Answer public inquiries regarding any aspect of the division’s functions and direct inquiries to the proper person.

2.  Assist with the creation and distribution of all division communications. Compose correspondence, transcribe, edit, initiate internal department documents and other miscellaneous forms.

3.  Serves as one of the main resources for the online recreation system. This includes, but is not limited to: facility reservations, activity registrations, park rentals, point of sale merchandising, troubleshooting, etc. Assists with database issues and cleanup.

4.  Responsible for all reporting functions of the online recreation system, including invoicing, rental reports, daily reports and deposits, and any additional receipts, reports, or correspondence related to the function of the system.

5.  Prepare monthly Division reports for the Parks and Recreation Department. Maintain division metrics and community outreach information. Reconcile the division receivable accounts to the borough’s financial system and correct any discrepancies.

6.  Design and create displays for special events, media publications and public information programs, digital displays, monthly newsletters and seasonal activity guides.

7.  Coordinates division outreach efforts: Website, Social Media presence, FLiP E-Newsletters, video display boards, all indoor TV’s, and prepares department press releases and medial announcements. Works with borough PIO and Riverside Superintendent for proper information dissemination.

8.  Maintain office supply and merchandise inventory and serves as the Records Retention Custodian.

9.  Assist with administrative and registration activities for after-hours special events and programs on an as-needed basis.

10.  Prepares and executes rental contracts and assists with use agreements for all Riverside Division facilities.

11.  Coordinates events involving multiple divisions.

12.  Balance daily receipts and prepare bank deposit.   Process charitable donations and deposit to appropriate accounts.

13.  Serves as the back-up for the Administrative Assistant V.

Position Requirements

MINIMUM QUALIFICATIONS:

1.  High school diploma or equivalent and three years of progressively responsible office experience as a secretary/administrative assistant with a knowledge of secretarial general office practices and procedures, of which one year of the required experience may be substituted with up to one year of office occupation education.

2.  Demonstrated ability to perform basic accounting/bookkeeping functions.

3.  Demonstrated ability to operate a personal computer and type with speed and accuracy. Proficiency in Microsoft Word, Excel, and Access required and desktop publishing software and website maintenance programs preferred. (A PROFICIENCY TEST MAY BE REQUIRED). Preferred experience with point of sale software.

4.  PREFERRED: Ability to have and maintain a valid driver’s license and to meet insurance standards and maintain insurability under the Borough’s insurance program. If personal automobile is used for Borough business, proof of insurance at statutory limits must be provided. (A CURRENT COPY OF DRIVING RECORD WILL BE REQUIRED UPON REQUEST.)

KNOWLEDGE, SKILLS, AND ABILITIES

1.  Prefer knowledge of and experience updating website and social media accounts.

2.  Demonstrated previous experience in an often fast-paced customer service-dependent public work environment.

3.  Ability to understand and execute oral and/or written instructions and to apply guidelines to varied situations; perform work in an orderly manner.

4.  Must be capable of functioning with minimal direction and perform work in an organized and professional manner, sometimes under stressful situations and the pressures of short deadlines.

5.  Must have the ability to obtain a Limited Governmental Notary within 90 days.

6.  Ability to work effectively and harmoniously with the public and maintain effective working relationships with other employees.

OTHER

1.  A PROFICIENCY TEST MAY BE ADMINISTERED.

2.  This position requires a criminal background check

Additional Information

JOB CONTACTS:

Frequent interdepartmental business contact, continuous routine public contacts and frequent contacts involving outside organizations/agencies.

JOB RESPONSIBILITY:

Does not supervise; experiences minor problems daily and occasional major ones that must be resolved on own initiative with little immediate supervision; the consequences of error, carelessness or mistaken judgment require normal effort to recover.

WORK ENVIRONMENT:

General office where conditions are pleasant; good, clean conditions, minor health accidents/hazards probability; requires short periods of light lifting, pushing or pulling (1-25 lbs.).

AN EQUAL OPPORTUNITY EMPLOYER