Office Assistant - Community Accessibility Program - Part Time (110)

City of Boca Raton; Boca Raton (FL); On-site; USD 32,000 - 52,000; Full time

Job summary

City of Boca Raton is seeking a detail-oriented administrative assistant to support the Community Accessibility Program at Patch Reef Park. You will handle registrations, scheduling, and customer inquiries, while ensuring accurate records and smooth front-desk operations.

The role requires strong data entry, cash handling, and communication skills to assist participants, families, caregivers, staff, and the public. This position offers growth within a vibrant municipal rec program.

Qualifications

• High school diploma or equivalent; 1 year of admin support, customer service, recreation registration systems, or cash handling preferred.

Responsibilities

• Provide administrative and clerical support for the daily operations of the CAP at Patch Reef Park.
• Serve as a primary point of contact for participants, families, caregivers, visitors, and the general public.
• Assist with program registration, membership enrollment, facility reservations, scheduling, and related administrative functions.
• Process payments, receipts, refunds, and other transactions per established cash handling procedures.
• Maintain accurate participant, membership, registration, attendance, and facility records.
• Prepare routine reports, spreadsheets, correspondence, and administrative records.
• Coordinate room scheduling and facility use for meetings and events.
• Maintain organized filing systems and assist with purchasing activities.

Skills

Customer service

Data entry

Recordkeeping

Office software

Cash handling

Education

High school diploma or equivalent

Tools

Recreation management software

Cash register systems

Job description

Build Your Future with the City of Boca Raton!

At the City of Boca Raton, a career in public service is more than a job — it’s your chance to make a meaningful impact in a vibrant and sustainable coastal community. Driven by our core values of Fairness, Integrity, Respect, Service, and Trust, we are committed to fostering a workplace where employees feel appreciated, inspired, and supported.

Whether you're starting out or looking to take your public service career to the next level, the City of Boca Raton offers the tools, resources, and culture to help you succeed.

General Statement of Job:

Performs responsible clerical and administrative support work for the Community Accessibility Program (CAP) at Patch Reef Park. Provides customer service, assists with program registration and facility scheduling, maintains records, processes transactions, prepares reports, and supports the daily administrative operations of the facility. Work involves frequent interaction with program participants, families, caregivers, staff, and the general public. Work is performed under regular supervision.

• Provides administrative and clerical support for the daily operations of the Community Accessibility Program, including preparing correspondence, reports, forms, schedules, notices, and other documents.
• Serves as a primary point of contact for participants, families, caregivers, visitors, and the general public by answering telephone calls, responding to inquiries, providing program and facility information, and directing questions to the appropriate staff.
• Assists with program registration, membership enrollment, facility reservations, scheduling, permit processing, and related administrative functions using established recreation management systems.
• Processes payments, receipts, refunds, and other transactions in accordance with established cash management procedures and departmental policies.
• Reviews applications, registration forms, membership documents, and other records for completeness, accuracy, and compliance with established requirements.
• Maintains accurate participant, membership, registration, attendance, and facility records in accordance with applicable policies and procedures.
• Prepares, compiles, and maintains routine reports, spreadsheets, correspondence, and administrative records to support program operations and management.
• Assists with purchasing activities, including ordering office and program supplies, preparing purchase requisitions, tracking orders, and processing receiving documentation.
• Coordinates administrative details related to room scheduling, facility use, program calendars, meetings, and special events.
• Maintains organized electronic and physical filing systems and ensures documents are properly retained and readily accessible.
• Operates standard office equipment, computers, recreation management software, payment processing systems, and other administrative technology.
• Assists with maintaining an organized, professional, and welcoming front desk and reception area.
• Communicates facility concerns, participant inquiries, scheduling issues, and operational needs to the appropriate supervisory staff.
• Handles participant and family information with discretion and maintains confidentiality in accordance with applicable laws, policies, and procedures.
• Provides general administrative assistance to the CAP Coordinator and other staff as needed to support efficient facility operations.
• Performs related duties as required.

Knowledge of:

• Standard office practices, procedures, equipment, and clerical techniques.
• Customer service principles and professional communication practices.
• Basic business English, spelling, grammar, and arithmetic.
• Recordkeeping, filing systems, data entry, and document preparation.
• Basic administrative procedures related to purchasing, payments, registrations, and scheduling.
• The importance of maintaining confidentiality when handling participant and family information.

Skilled in:

• Using computers, word processing applications, spreadsheets, databases, and other standard office software.
• Accurate data entry, document preparation, recordkeeping, and organization.
• Communicating professionally with participants, families, caregivers, coworkers, and the public.
• Managing multiple administrative tasks while maintaining accuracy and attention to detail.

Ability to:

• Perform basic mathematical calculations and maintain accurate records.
• Review documents and data for completeness, accuracy, and compliance with established procedures.
• Establish and maintain effective working relationships with coworkers, participants, families, caregivers, and the general public.
• Communicate clearly and professionally, both orally and in writing.
• Understand and follow oral and written instructions, policies, and procedures.
• Exercise sound judgment when responding to routine inquiries and recognize when issues require supervisory assistance.
• Maintain confidentiality and handle sensitive information appropriately.
• Organize work, establish priorities, and complete assignments within established timeframes.
• Work effectively in a community recreation facility serving individuals with varying accessibility and support needs.

• Any combination of education and experience equivalent to graduation from high school.
• Minimum of one (1) year of experience in administrative support, customer service, recreation registration systems, cash handling, records management, or general office operations.

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:

• Criminal Background Check
• Employment Verification
• Credit Check

Physical and Environmental Demands and Conditions:

• Occasionally ascend or descend ladders, stairs, scaffolding, ramps, poles, and the like.
• Occasionally move the body into different positions to accomplish tasks in various environments, including tight and confined spaces.
• Occasionally remain in a stationary position, often standing or sitting for prolonged periods.
• Occasionally move about within the immediate work area to accomplish tasks.
• Occasionally move from one worksite to another.
• Occasionally adjust or move objects weighing up to 15 pounds in all directions.
• Continuously communicate with others to exchange information.
• Continuously repeat motions that may include the wrists, hands, and/or fingers.
• Continuously operate a computer and other equipment using motions requiring manual dexterity or fine motor skills.
• Occasionally operate machinery and/or power tools.
• Occasionally operate motor vehicles or heavy equipment.
• Continuously assess the accuracy, neatness, and thoroughness of the work assigned.
• Continuously observe details accurately and identify variances.
• Occasionally lift or carry objects weighing 15 pounds or less.
• Continuously lift or carry objects weighing 15 pounds or less.
• Occasionally push or pull objects weighing 15 pounds or less.
• Occasionally work in a normal office environment with few physical discomforts.
• Occasionally work in an area that is somewhat uncomfortable due to drafts, noise, temperature variation, or the like.
• Occasionally work in an area that is very uncomfortable due to extreme temperature, noise levels, or other environmental conditions.
• Occasionally work in an outdoor area where exposure to animals, reptiles, and/or insects may occur.
• Occasionally work with equipment or perform procedures where carelessness would probably result in minor cuts, bruises, or muscle pulls.
• Continuously demonstrate regular in office attendance.

Essential Employee Designation

When normal operations of City departments are suspended or interrupted due to a declaration that a state of emergency exists, any employee may be deemed essential by the City. For the preparation and/or continuation of emergency operations or for special work detail, employees deemed necessary shall be required to work.