Administrative Assistant - Part-time

City-of-Woodbury-Minnesot; Minnesota; On-site; USD 39,000 - 55,000; Full time

Job summary

City of Woodbury is seeking an administrative assistant for the busy sports center. You’ll provide direct customer service at the desk, support staff and partners, and oversee skating lesson registrations, reservations, and data entry.

This part-time role demands 25 hours weekly, with a schedule 9:00 a.m.–5:30 p.m., some evenings Nov–Mar. Hiring range: $28.49–$32.26/hr; full salary range: $28.49–$39.87/hr.

Qualifications

• High school diploma or equivalent.
• Three years clerical experience.
• Proficiency in Word and Excel.
• Two years customer service experience.
• Experience with scheduling/reservations software.

Responsibilities

• Provide daily customer service at the desk and staff support.
• Assist in ice arena reservations and facility bookings.
• Manage the sports center website and program registrations.
• Lead skating lesson program registrations, invoicing, and roster provision.
• Prepare reports and data for quarterly statistics and performance measures.

Skills

Customer service

MS Word

MS Excel

Data entry

Education

High school diploma or equivalent

Post-secondary education (office mgmt, etc.)

Tools

Reservation software

RecTrac

Finnley

Job description

We’re looking for a positive, energetic, and service-minded individual who enjoys working in the lively atmosphere of a busy sports center. The ideal candidate thrives as part of a high-energy, collaborative team, enjoys interacting with people, and takes pride in creating a welcoming and positive experience for patrons, partners, and staff.

In this role, the administrative assistant will be highly organized and detail oriented to ensure smooth operations of administrative functions and provide excellent support to both staff, sports center partners and patrons.

This individual will exemplify exceptional customer service, playing a key role in direct customer service at the customer service desk, sharing information and providing training to uphold expected service standards. The administrative assistant holds responsibility for skating lesson program registration, quarterly sports center statistics reporting and data entry.

The administrative assistant is tasked with coordinating open program schedules, overseeing the sports center's web page, and ensuring optimal office responsibilities. Collaborating closely with the assistant manager and other sports center staff, the administrative assistant contributes to the fulfillment of the facility's mission statement by supporting the seamless operation of the facility, its programs, and the overarching Parks and Recreation Department.

This position is scheduled for 25 hours per week, generally on weekdays between 9:00 a.m. and 5:30 p.m. From November through March, the schedule may include one weekday evening per week to support operational needs. A consistent weekly schedule totaling 25 hours will be established by mutual agreement.

Hiring Range - $28.49 - $32.26 per hour

Full Salary Range - $28.49 - $39.87 per hour

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Responsible for providing daily support for customer service duties which include supporting the development of part-time, lead customer service staff and ensuring all required facility information and messaging is posted through all sports center’s communication channels.
• Assists in the scheduling process related to ice arena reservations and fieldhouse allocation. Provides data entry support for reservations and performs invoicing for facility usage.
• Provide direct customer service by responding to phone and email inquiries, offering in-person assistance, and staffing the customer service desk at least 50 percent of the hours each week. Communicate effectively with management, staff, and patrons to share information, answer questions, and support smooth day-to-day operations. Willingness to provide support for occasional special events.
• Administers facility room rentals, including reservations, coordinating room set-up and payment collection.
• Prepare and perform updates for sports center website.
• Assists with performance measures regarding facility operating results.
• Lead the administration portion of skating lesson program through entering content for the Parks and Recreation brochures, oversight of the electronic registration process, supporting contract preparation and invoicing, payment collection, and providing rosters to lead instructors.
• Perform administrative duties in support of the sports center assistant manager and other park and recreation staff including word processing, creating spreadsheets, customer service, and program registrations.
• Communicate information to the leadership relative to the safe and secure operation of the sports center and to support the coordination of facility users and partner groups.
• Under the direction of the assistant manager and recreation facility supervisor, develops customer service training and manuals and point of purchase materials to aid staff in effective and efficient transactions.
• Maintain and foster an environment, which facilitates the Exceeding Expectations (professional, responsive, leaders) philosophy of the City.
• Performs other duties as assigned or apparent.

TOOLS AND EQUIPMENT USED

Computers and office related equipment operation. Develop operational knowledge of concessions equipment and ability to operate Sparx skate sharpening equipment.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent.
• Three years clerical experience.
• Intermediate level of proficiency in Microsoft programs particularly Word and Excel.
• Experience operating automated office equipment including, but not limited to, personal computer and reservation/scheduling software.
• Two years’ customer service experience.

PREFERRED QUALIFICATIONS

• Post-secondary education in office management, office procedures, computer technology or related education.
• One (1) year of ice arena or community center experience in customer service or equivalent.
• Experience working within facility scheduling softer program and point of sale software.
• Experience with RecTrac and/or Finnley software.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodation may be added to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is required to sit approximately 50% of the regular workday. The employee will be exposed to various cleaning agents, de-icers, and other products used in the performance of this job description.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Noise levels in the work environment is usually quiet while in the office, moderately noisy in the remainder of the facility with the exception to the very noisy when the arena is occupied.

Neither smoking nor the use of any tobacco product is allowed in the facility.

The employee will frequently work under changing priorities, in peak workloads, adverse conditions, and come in contact with diverse clientele.

The employee is frequently exposed to changes in temperatures, as the arena is significantly cooler than the remainder of the facility.