Administrative Assistant (Recreation)

City of Pittsburg; Pittsburg (CA); On-site; USD 52,000 - 66,000; Full time

Benefits offered by this job

CALPERS retirement

Medical/dental/vision insurance

Paid time off

Tuition reimbursement

Employee development

Job summary

The City of Pittsburg Recreation Department seeks an Administrative Assistant who is highly organized, detail-oriented, and customer-focused. You will support the recreation staff with phones, data entry, rentals, and basic accounting tasks at the public counter.

Ideal candidates are bilingual in Spanish, able to handle confidential information, and commit to outstanding service while managing multiple priorities in a fast-paced environment.

Qualifications

• Proven customer service experience with strong office and computer skills.
• Experience with answering phones, data entry and basic accounting duties.
• Ability to manage multiple priorities and meet deadlines.
• Familiarity with office software and records management.

Responsibilities

• Answer phones and provide information regarding recreational services.
• Perform data entry and maintain records and reports.
• Book appointments for rentals and process payments for services.
• Prepare required informational materials and assist with basic accounting tasks.
• Schedule meetings, coordinate room arrangements and travel when needed.
• Maintain filing systems and ensure accuracy and confidentiality.

Skills

Organized

Problem solver

Multitasking

Customer service

Communication

Independent

Adaptable

Confidentiality

Bilingual Spanish

CPR AED

Job description

The City of Pittsburg is seeking a highly organized, customer-focused, and detail-oriented Administrative Assistant to join our team in the Recreation Department.

As an Administrative Assistant, you will be an essential member at the customer service counter providing administrative support to Recreation such as answering phones, data entry on a computer, providing information regarding recreational services to all customers in a courteous and responsive time frame, filing, booking appointments for rentals, accepts payments for rentals and other services, some basic accounting duties, and performs other related work as required. Experienced individuals with exceptional customer services skills and strong office and computer skills is desirable.

If you thrive in a fast-paced environment, enjoy solving problems, and take pride in supporting others, we encourage you to apply.

Ideal Candidate for Office Assistant

• Exceptionally organized with excellent attention to detail.
• A proactive problem solver who exercises sound judgment and discretion.
• Able to manage multiple priorities while meeting deadlines.
• Professional, approachable, and committed to outstanding customer service.
• Skilled at communicating effectively with diverse audiences.
• Comfortable working independently while contributing positively to a team.
• Adaptable, dependable, and committed to continuous learning.
• Able to handle confidential information with integrity and professionalism.
• Bilingual in Spanish
• CPR and AED ability and certification

About the Recreation Department

The Recreation Department presents programs and services including aquatics and youth sports, the Senior Center, and Small World Park to over 50,000 participants. These programs and services enhance the quality of life for all age groups of residents in the City of Pittsburg. The administration of all programs helps support City development, encourage community image, and promote social interaction and a positive sense of community. In addition, the Recreation Department also provides a variety of community events throughout the City.

About Pittsburg

The City of Pittsburg is a culturally rich and diverse community of over 76,000 residents and expected to grow to 90,000 in the next 20 years. Pittsburg is located in the Bay Area Region of Northern California and is perfectly situated for easy access to San Francisco, Napa Valley, Sacramento, the foothills of the Sierra Nevada Mountains, and Lake Tahoe. Pittsburg City Hall is also conveniently located a short walk from the Pittsburg Center Station of the Bay Area Rapid Transit System (BART), making a commute from cities throughout the Bay Area very easy. Pittsburg has waterfront homes, a performing arts theater, a variety of seasonal events, an extensive park system, a large public‑school system, and a variety of shopping centers. The recently renovated Marina is also an ideal place to visit and is located within steps of the Old Town shopping district and downtown living, with nearly 600 boat slips, a free public boat launch, fuel dock, café, bait shop, and the Pittsburg Yacht Club. Pittsburg has featured such events as the Seafood and Music Festival, car shows, movies in the park, kayaking, and fishing derbies. With its commitment to a quality community environment, Pittsburg is an ideal city in which to live, work and recreate.

The City of Pittsburg is a full‑service city following the council‑manager form of government. The City has approximately 300 full time employees and at times, up to 400 employees total (depending on the season). Pittsburg is currently organized into the following departments: City Management, Community and Economic Development (Building, Economic Development, Code Enforcement, and Planning), Community Services (Housing Authority, Pittsburg Power Company, and the Successor Agency to the former Redevelopment Agency, CDBG/Housing Rehabilitation, Environmental Services, Waterfront Administration, and Property Management), Recreation, Human Resources, Finance, Police, and Public Works (Engineering, Operations/Maintenance, Utilities, Facilities, Parks, and Water Treatment).

Competitive benefits package for regular employees includes CALPERS retirement, medical/dental/vision insurance, paid life insurance, retirement health saving account, deferred compensation plan with employer match, paid time off, tuition reimbursement, wellness activities, employee assistance program, employee development courses, and career advancement opportunities.

Check out Pittsburg's Facebook Page to see more about what the City offers: https://www.facebook.com/CityOfPittsburgCa/

Join Team Pittsburg to do meaningful work that will shape the community and make a positive difference.

Duties may include, but are not limited to the following

• Perform the full array of duties assigned, including organize and coordinate work; set priorities and meet critical deadlines; oversee or perform a variety of office administrative tasks such as purchasing requisitions, processing timecards, ordering materials and supplies, monitoring supply budgets, processing accounts payable and keeping current reference materials and files.
• Data processing drafts and a wide variety of finished documents from notes, brief written or oral instructions; compile and maintain complex and extensive records and prepares reports; input, retrieves and references various computer data management systems such as financial and/or budget systems.
• Make appointments and maintain a calendar; maintain tickler file; schedules and arrange meetings and make travel arrangements; organize meetings by notifying participants, make room arrangements, and prepare required informational materials.
• May attend board and commission meetings and record and transcribe minutes; draft reports, sort and distribute mail received by departmental staff.
• Provide follow‑up and research information on inquiries and problems which require knowledge of services and programs of the City; resolve problems and respond to special assignments which require interdepartmental or staff communications.
• Review finished materials for thoroughness, accuracy, format, compliance with policies and procedures, and appropriate English usage; organizes and maintains various administrative, reference and follow‑up files.
• Demonstrate a full understanding of applicable policies, procedures and work methods associated with assigned duties; respond to questions and concerns from the general public; provide information as is appropriate and resolve complaints; receive and screen visitors and telephone calls; provide information which requires the use of judgment and the interpretation of City policies and procedures.
• Accept payments for services, licenses, permits, fees and rentals; may explain billing procedures and other regulatory policies to customers.
• May operate radio equipment to communicate with inspectors, maintenance and services personnel.
• Represent the City with dignity, integrity, and the spirit of cooperation in all relations with staff and the public.
• Foster an environment that embraces integrity, service, inclusion and collaboration.
• Be an integral team player, which involves flexibility, cooperation, and communication.
• Build and maintain positive working relationships with co‑workers, other City employees and the public using principles of good customer service.
• Perform related duties as assigned.

Education and Experience

Any combination of education, experience, and training that would provide the best qualified candidates. A typical way to obtain the knowledge and abilities would be:

Education

Equivalent to the completion of the twelfth grade. Course work in record keeping or office automation, business, office administration, public administration or related field is desirable.

Experience

Two years of administrative and secretarial experience similar to Office Assistant with the City of Pittsburg.

Special Requirements

Possession at the time of hire and continued maintenance of a valid, class C California driver’s license is required.

Other Requirements

Physically and mentally capable of performing the functions of the job, including but not limited to those summarized in Examples of Duties.

Knowledge of

• Modern office practices, methods, and computer equipment including relevant software programs.
• Oral and written communication skills; business English including vocabulary, spelling, and correct grammatical usage and punctuation.
• Safe work practices.
• Principles and practices of excellent customer service.

Ability to

• Understand and carry out oral and written instructions and prioritize workload to meet deadlines.
• Read, write and comprehend the English language at a level necessary for effective job performance exercising correct English usage, vocabulary, spelling, grammar and punctuation.
• Communicate effectively, tactfully and positively in both oral and written form.
• Operate and use modern office equipment and technology, including computers and applicable software.
• Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.
• Utilize appropriate safety procedures and practices for assigned duties.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Contribute effectively to the accomplishments of City goals, objectives and activities.
• Perform a variety of complex work with speed and accuracy; perform basic mathematical skills or business arithmetic.
• Work independently and use good judgment; organize and prioritize work assignments. Keyboard at a rate of at least 40 net words per minute.
• Learn and use departmental computer system; compose routine correspondence from brief instructions.
• Responds to request and inquiries from the general public.
• Exercise sensitivity and confidentiality in response to situations and needs.

FLSA‑non exempt