Administrative Support Specialist - Parks & Recreation

Town of Smithfield; Smithfield (NC); On-site; USD 36,000 - 48,000; Full time

Job summary

Town of Smithfield is seeking an administrative support professional to serve as the initial public contact for the Parks and Recreation Department and to manage reception duties. The role involves document creation, data entry, records management, and financial deposits to support daily operations.

The position requires strong office software skills, attention to detail, and the ability to respond to inquiries about Parks & Recreation services. Experience with GIS is a plus.

Qualifications

• Two-year Associate Degree and 2 years or less experience in administrative support with emphasis on office technology and public contact; or
• Graduation from high school and 5 to 7 years of experience in administrative support with emphasis on office technology and public contact; or
• Equivalent combination of education and experience.

Responsibilities

• Answers telephone and greets citizens; directs calls or citizens and information based on the type of request.
• Establishes and maintains office documents, databases, files, office supplies and other materials.
• Assists the public with information related to the Parks & Recreation Department and the Town of Smithfield.
• Reviews and verifies documents for accuracy.
• Performs data entry to create and maintain databases and generate reports.
• Types letters, reports and other materials; drafts correspondence.
• Prepares time sheets for payroll.
• Maintains records and balances deposits for Finance Department daily.
• Backs up office and administrative staff.

Skills

Office practices

Communication

Data entry

Records management

Education

Associate degree

High school diploma

Driver's license

Tools

Word processing

Spreadsheets

GIS

Job description

GENERAL DEFINITION AND CONDITIONING OF WORK:

• Serve as the initial point of public contact for the Department of Parks and Recreation and information point of contact, operating the reception function.
• Create documents and forms and enter data.
• Maintain records and files.
• Serve as Clerk to the Parks & Recreation Committee.
• The employee is expected to have a thorough understanding of the Parks & Recreation Department and its services to respond to inquiries;
• Conduct research to address questions and concerns or refer to appropriate authorities for response.
• Work requires knowledge of word processing, spreadsheets, and GIS to perform the duties and tasks.
• Receive and process payments, including cash, from citizens and patrons using the parks facility.
• Balance accounts, create deposits, and deliver reports and account information to the Finance Department daily.
• Work is performed under the supervision of the Director of Parks and Recreation and is evaluated through observation, conferences, and the quality and effectiveness of work completed.

ESSENTIAL FUNCTIONS/TYPICAL TASKS:

• Answers telephone and greets citizens; directs calls or citizens and information based on the type of request; screens mail, documents and other materials and routes according to general knowledge of the work unit’s operations and key personnel.
• Establishes and maintains office documents, databases, files, office supplies and other materials.
• Assists the public with variety of information related to the Parks & Recreation Department and the Town of Smithfield in general.
• Reviews and verifies documents to ensure that information is provided and correct.
• Performs data entry to create and maintain a variety of databases and generate reports.
• Types letters, reports and other materials; types rough drafts from handwritten, dictated, recorded or other marked copy; composes some correspondence.
• Prepares time sheets for payroll.
• Types information such as names, addresses, cards, and other items where the information is extracted from routine sources or specific instructions.
• Proofreads materials for typographical or spelling errors.
• Enters correct information on forms or form letters to varying situations.
• Creates records by posting general program activity on established forms, files, and other record keeping devices.
• Places materials and records in alphabetical or numerical order for proper filing into the appropriate record keeping system.
• Creates, updates, or maintains spreadsheets.
• Responsible for handling of funds from citizens and patrons using the parks facility, balancing deposits and delivering to the Finance Director daily
• Other duties as required and assigned.
• Backs up office and administrative staff.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of office practices and procedures.
• Knowledge of grammar, spelling, and vocabulary.
• Knowledge of the use and care of personal computers and related software and hardware peripherals.
• Knowledge of the policies, procedures and services of the Parks & Recreation department and Town.
• Skill and accuracy in the use of standard office equipment.
• Ability to communicate effectively in person and by telephone.
• Ability to be tactful and courteous.
• Ability to schedule appointments and meetings based on general oral or written instructions.
• Ability to follow oral and written instructions and procedures.
• Ability to perform word processing or data entry tasks with accuracy at the speed required by the particular program or position utilizing the services of this role.
• Ability to organize and apply filing and coding systems and to arrange and place records, reports, and files into proper sequence.
• Ability to compile data and information for reports or internal data and statistics.
• Ability to establish and maintain effective working relationships with the general public and other employees.
• Ability to proof own records and data.
• Must be able to transcribe minutes from tape recording.

EDUCATION AND EXPERIENCE:

• Two-year Associate Degree and 2 years or less experience in administrative support with emphasis on office technology and public contact, or
• Graduation from high school and 5 to 7 years of experience in administrative support with emphasis on office technology and public contact; or
• Equivalent combination of education and experience.
• Possession of a valid North Carolina Driver’s License.