Administrative Assistant

GEORGIA RECREATION AND PARK ASSOCIATION INC; United States; On-site; USD 30,000 - 45,000; Full time

Job summary

GEORGIA RECREATION AND PARK ASSOCIATION INC is seeking an Administrative Assistant to provide advanced-level administrative support to the Parks and Recreation Director. This role involves maintaining customer service, supporting program planning, and managing various clerical tasks.

The successful candidate will demonstrate strong organizational skills and a commitment to the City's mission, while helping coordinate events and handle inquiries effectively. A high school diploma and proficiency in Microsoft Office are required.

Qualifications

• Proficient knowledge in marketing, advertising, and content creation for material promotion.
• Ability to respond to customer inquiries and gather data as needed.
• Capable of working flexible hours including evenings, nights, and weekends.

Responsibilities

• Inform the Recreation Director of any relevant issues.
• Maintain the front desk and ensure quality of program content.
• Assist in planning and coordinating special events.

Skills

Office management skills

Written and oral communication

Time management

Marketing and advertising

Education

High School Diploma/GED

AED/CPR/First Aid certified

Valid Georgia Driver's License

Tools

Microsoft Office: Excel, PowerPoint, and Word

Records management

Job description

Overview

Major Function and Purpose: The Administrative Assistant position performs advanced-level administrative/clerical activities to assist the Parks and Recreation Director and department in facilitating administrative procedures relating to Recreation programming, planning, promoting, organizing, and managing the City Park properties, including the City Museum. The Administrative Assistant shall be committed to the City's mission, vision, and values and demonstrate ethical conduct, community stewardship, individual initiative, and responsive service. The Administrative Assistant shall demonstrate leadership, management, and technical skills through effective communication and collaboration, proper use of team resources, advanced decision-making, personal accountability, and responsibility. This position reports directly to the Recreation Director.

Essential Job Functions

• Inform the Recreation Director of any issues or information of relevance
• Maintain the front desk, phones, and customer service
• Ensures the safety of program participants and quality of program content; implements departmental policies related to park and recreation initiatives
• Plan long and short-term goals for the department
• Assist in the administration of all management, including but not limited to pricing, purchasing, vendor agreements, stocking, quality, inventory control, maintenance requests, and equipment repair
• Provides various clerical and secretarial duties, including drafting letters, emails, and memos
• Ability to write and coordinate the publication of social media
• Ability to problem-solve internal and external issues
• Ability to follow oral and written instructions and procedures, including compiling information based on general instructions
• Coordination of concession and stock
• Research price and purchase of office supplies
• Organized filing system for SOP, public records, and rentals
• Maintains office supply inventory and oversees office equipment maintenance
• Maintains office calendar, schedule appointments, events, and meetings
• Maintains Park records and artifacts and the ability to coordinate displays
• Responds to customer inquiries by researching and gathering data as needed
• Assist in planning and coordinating special events
• Responds to questions, complaints, and requests for information by telephone, in-person, or mail from citizens, employees, department heads, etc.
• Thorough knowledge of department functions and purpose, and the ability to communicate that mission to the public and reflect in work
• Perform other duties as required
• Promote and maintain high morale and enthusiasm for the City of Temple
• Capable of working flexible hours, including evenings, nights, weekends, and holidays

Desired Education and Knowledge

• High School Diploma/GED
• AED/CPR/First Aid certified or get certified within six months
• Microsoft Office: Excel, PowerPoint, and Word; and records management
• Valid Georgia Driver's License
• Proficient knowledge in marketing, advertising, and content creation for material promotion and event planning
• Develop exhibitions and supervise the display and object information

Desired Skills And Abilities

• Office management skills
• Written and oral communication
• Meet expectations for quality service and delivery dates with good time management
• Maintain office records and prepare reports from said records
• Exercise independent judgment by following established policies and practices
• Edit, proofread, and meet standards for quality reports, forms, and internally and externally distributed materials

Minimum Qualifications Or Standards Required

TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: The work is typically performed while sitting, standing, walking, bending, crouching, or stooping. 15% of the work is outdoors. The employee must be able to lift at least 25 lbs. and operate a motor vehicle.

Interpersonal Communication: This requires the ability to speak and/or signal people to convey or exchange information. It also includes giving assignments and/or directions to co-workers or assistants.

Intelligence: Requires the ability to learn and understand relatively complex principles and techniques, make independent judgments without supervision, and acquire knowledge of primary occupation topics.

Verbal Aptitude: The ability to record and deliver information, explain procedures, and follow verbal and written instructions.

Motor Coordination: This requires the ability to coordinate hands and eyes when using automated office equipment and operating motor vehicles.

Interpersonal Temperament: This requires the ability to deal with people beyond giving and receiving instructions. The worker needs to relate to people in situations involving more than giving or receiving instructions. The worker must also be adaptable to performing under minimal stress when confronted with an emergency.

Physical Communication: Requires the ability to talk and/or hear: (talking- expressing or exchanging ideas employing spoken words.) (Hearing- perceiving natures of sounds by ear.)

This job description does not constitute an employment agreement between the Employer and Employee and is subject to change as the employer's needs and the job requirements change.