Administrative Assistant - Sports & Recreation

Description

The purpose of this classification is to provide administrative support at an executive/senior level and to assist in coordinating daily activities for the Daphne Sports & Recreation department.

Essential Functions

• Coordinates administrative operations and processes a variety of documentation associated with department operations, within designated timeframes and per established procedures; develops, maintains, and generates reports from database or network system; receives, reviews, records, types, and/or distributes documentation; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; creates, formats, and revises charts, graphs, flow charts, and worksheets; enters data into computer systems; maintains computerized and/or hardcopy records.
• Provides secretarial/administrative support for management and/or staff of assigned department; relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; receives and screens visitors; maintains department calendars and schedules meetings, appointments, or other activities; records and transcribes dictation, meeting proceedings, or other information; types, composes, edits, or proofreads various documentation; develops and revises office forms.
• Acts as liaison with other departments, City officials, state/local agencies, professional individuals/groups, the public, or other individuals/agencies in matters pertaining to department programs or operations; coordinates communications and conveys information among department personnel.
• Performs customer service functions; answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; provides information/assistance regarding department services, activities, procedures, forms, fees, or other issues; distributes forms/documentation as requested; responds to routine questions/complaints and initiates problem resolution.
• Coordinates calendar activities for department management and staff, to include scheduling appointments, meetings, or other activities; updates calendars on a regular basis; coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department staff; communicates with individuals scheduled for appointments/meetings as appropriate; prepares agendas and materials needed for meetings.
• Provides staff support for meetings as required, which may include preparing agendas and meeting packets, coordinating room setup/refreshments, attending meetings, recording/transcribing meeting minutes, distributing documentation, maintaining records, or other tasks as necessary.
• Processes purchasing documentation; receives purchase order requests and assigns numbers; researches products/prices with vendors and obtains competitive price quotes; maintains purchasing records.
• Processes invoices for payment; reviews invoices for accuracy, researches discrepancies, reconciles with monthly statements, and assigns proper budgetary code; completes travel expense vouchers, petty cash requests, and other payment requests; forwards invoices for payment.
• May process payroll documentation; review timecards/timesheets for accuracy and completeness; make calculations and research discrepancies; forward to human resources department for processing.
• Participates in budget process; assists in developing and monitoring budget; compiles annual budget requests; monitors approved budget accounts; assists department supervisors with purchasing and budgeting for departmental equipment and supplies.
• Performs general bookkeeping and financial recordkeeping tasks; maintains accounting logs/files; verifies, balances, and adjusts accounting records.
• Maintains petty cash fund for assigned area; disburses funds for expenditures as appropriate; ensures proper documentation of expenditures; balances fund and prepares reconciliation reports; requests reimbursements as needed.
• Processes administrative statistical data and information, researches policies and procedures, drafts findings, prepares reports, and makes recommendations; reviews and recommends revisions to ordinances, policies and procedures relating to assigned department.
• Monitors inventory of department equipment, supplies, and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; maintains inventory records.
• Composes, types, prepares, or completes various forms, reports, correspondence, logs, checklists, schedules, calendars, purchase orders, check requests, budget documents, bid specifications, meeting minutes, status reports, project reports, statistical reports, permits, work orders, charts, graphs, brochures, worksheets, spreadsheets, presentations, or other documents.
• Receives various forms, reports, correspondence, time sheets, attendance records, purchase requisitions, invoices, budget reports, meeting minutes, personnel forms, incident reports, policies, procedures, codes, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
• Operates a personal computer, transcriber, postage machine, general office equipment, two-way radio, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, presentation, desktop publishing, e-mail, Internet, or other computer applications; performs basic maintenance of computer system and office equipment, such as backing up data, replacing toner, or refilling paper; coordinates service/repair activities as needed.
• Maintains file system of various files/records for the department; prepares and sets up files; files documents in designated order; retrieves/replaces files; purges, shreds, or destroys confidential or obsolete documents; conducts records maintenance or destruction activities in compliance with guidelines governing record retention.
• Utilizes precautionary safety equipment and monitors work environment to ensure safety of employees and other individuals.
• Maintains current lists, forms, manuals, binders, catalogs, reference materials, and other resources.
• Conducts research of department files, computer records, database files, manuals, Internet resources, or other resources as needed.
• Performs general/clerical tasks, which may include making copies, sending/receiving faxes, or processing incoming/outgoing mail.
• Organizes administrative and special events for the department; assists other departments with various special events and community activities.
• Attends various meetings as needed.
• Performs other related duties as assigned.
  
  

Assigned to Sports & Recreation Department

• Develops creative materials, special projects, and facility advertising programs for Sports & Recreation Department; including brochures, pamphlets, forms, tournament handbooks/schedules, graphic images, posters, banners, invitations, school/student activity/information sheets. Maintains Recreation forms, applications, and contracts/agreements.
• Administers the Sports & Recreation Department pages on the City website. Administers the Sports & Recreation complete recreation management website; contributes to other sporting registration websites, such as USTA and UTR; and administer the Sports & Recreation social media outlets. Designs graphics, uploads images, and creates content as needed. Creates infographics for department and announces sports events at our athletic parks.
• Researches policies and procedures relating to Sports & Recreation and makes recommendations for revisions to ordinances and contract/agreements pertaining to Sports & Recreation.
• Serves in lieu of the Department Head on the City of Daphne Employees Safety Committee as well as the City of Daphne Tourism board.
• Performs notarization of documents as requested by citizens or other staff.
  
  

Knowledge, Skills And Abilities

• Knowledge of basic arithmetic operations.
• Knowledge of computer data entry systems and word processing applications.
• Skill in starting, stopping, operating and monitoring the functioning of equipment, machinery, tools, and/or materials used in performing essential functions.
• Skill in communicating effectively verbally and in writing.
• Ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.
• Ability to apply principles of persuasion and/or influence over others in a supervisory capacity or in coordinating activities of a project, program, or designated area of responsibility.
• Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, profit and loss, ratio and proportion; may include ability to calculate surface areas, volumes, weights, and measures.
• Ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
• Ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.
  
  

Minimum Qualifications

Education and Experience: High school diploma (or equivalent); supplemented by college level course work or vocational training in business administration, bookkeeping, and personal computer operations; supplemented by two (2) years previous experience and/or training involving office management, administrative/secretarial work, customer service, bookkeeping, record management, personal computer operations, and experience in specific area of assignment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Licenses or Certifications: Valid State of Alabama driver’s license.

Additional Information

PHYSICAL DEMANDS: The work is sedentary work which requires exerting up to 10 pounds of force. Work requires ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight. Tasks may involve extended periods of time at a keyboard or work station. Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.

WORK ENVIRONMENT: Work is performed in an office environment. Essential functions are regularly performed without exposure to adverse environmental conditions.