Bilingual Administrative Support I

City-of-Norwalk,-C; Norwalk (CT); On-site; USD 40,000 - 55,000; Full time

Job summary

City of Norwalk is seeking an administrative assistant to support the Recreation & Parks Department. The role includes bilingual English/Spanish customer service, registrations, and recordkeeping for programs, facilities, and permits.

You will handle payments, data entry, and routine tasks while ensuring accurate records and friendly service to residents and visitors.

Qualifications

• High school diploma or GED and one year of relevant office experience.
• Ability to communicate effectively in English and Spanish.
• Experience with registrations, payments, and recordkeeping processes.

Responsibilities

• Provide bilingual customer service to residents and program participants.
• Assist with registrations, facility reservations, permits, and payments.
• Enter and retrieve data in recreation management software and city systems.
• Prepare reports, rosters, and routine correspondence.
• Maintain accurate records and assist with inventory of supplies.

Skills

Bilingual English/Spanish

Customer service

Office administration

Data entry

Education

High school diploma or GED

Tools

Recreation management software

Office software

Registration systems

Job description

Performs routine administrative, clerical, customer service, registration, and recordkeeping functions in support of the Recreation & Parks Department. Provides bilingual assistance in English and Spanish to residents, program participants, visitors, and other members of the public regarding recreation programs, facilities, registrations, permits, schedules, and departmental services.

General Duties

• Provides bilingual customer service in English and Spanish to residents, program participants, visitors, and the general public.
• Answers telephone calls, responds to routine inquiries, takes messages, directs calls, and greets and assists visitors.
• Provides information regarding recreation programs, camps, activities, facilities, parks, fields, permits, registrations, fees, schedules, and departmental policies and procedures.
• Assists Spanish-speaking residents with program registrations, applications, forms, permits, and other Recreation & Parks services.
• Processes program registrations, facility reservations, permits, payments, refunds, and other routine transactions in accordance with established procedures.
• Enters, updates, and retrieves participant, program, facility, payment, and other departmental information using recreation management software and other City systems.
• Reviews registrations, applications, permits, and related documents for accuracy and completeness.
• Maintains electronic and paper records, participant files, attendance records, rosters, permits, and other departmental documentation.
• Prepares and proofreads correspondence, forms, schedules, flyers, notices, reports, agendas, and other departmental materials.
• Assists with preparing program rosters, attendance lists, facility schedules, and routine reports.
• Receives, sorts, distributes, scans, copies, and files departmental correspondence and records.
• May assist with collecting and recording fees and reconciling routine transactions in accordance with departmental procedures.
• Assists with inventory and ordering of office, recreation, and program supplies.
• Communicates routine program changes, cancellations, schedule updates, and other departmental information to participants and the public.
• Operates standard office equipment, computers, registration systems, copiers, scanners, printers, and related technology.
• Provides general administrative support for seasonal programs, special events, recreation activities, and facility operations.
• Performs related duties as required.

Supervised By

Receives general supervision by the Director of Recreation and Parks and/or their designee.

Note

The above tasks and responsibilities are illustrative only. The description does not include every task or responsibility.

• Good knowledge of standard office practices, procedures, terminology, and equipment.
• Ability to provide courteous and effective customer service in a busy, public-facing environment.
• Ability to communicate effectively in English and Spanish, orally and in writing.
• Ability to explain routine recreation programs, registration procedures, fees, schedules, permits, and departmental requirements.
• Ability to work effectively with residents, children, families, program participants, coworkers, and the general public.
• Ability to maintain accurate registration, attendance, payment, permit, and other administrative records.
• Ability to review forms and documents for accuracy and completeness.
• Ability to organize and prioritize multiple routine assignments.
• Ability to use word processing, spreadsheet, database, recreation management, and other department-specific software.
• Ability to enter and retrieve data accurately and efficiently.
• Ability to follow oral and written instructions and exercise sound judgment within established policies and procedures.
• Ability to maintain effective working relationships with City employees, residents, vendors, and the general public.

High school diploma or GED and one (1) year of responsible office, administrative support, customer service, recreation, registration, or account-keeping experience involving the use of computers and office software.

An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.

Special Requirement

Must be able to speak, read, and communicate effectively in both English and Spanish at a level sufficient to assist residents and perform the duties of the position.