Parks Administrative Associate

City of Marysville, WA; Marysville (WA); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Teamsters union

Job summary

City of Marysville, WA seeks an administrative support specialist to serve as a first point of contact for customers and to perform diverse clerical functions within Parks, Culture and Recreation. The role requires applying established guidelines and independently handling standard tasks while providing information and resolving issues.

The person will maintain databases, process facility rental and event paperwork, draft notices, manage logs, and assist with marketing materials and POS updates.

Qualifications

• Two years of experience providing services to customers on the telephone and in person.
• One year of experience performing a variety of the essential duties of the position or a related position in applicable specialty area.

Responsibilities

• Provides technical and policy information about assigned program(s) to both internal and external customers on the telephone or at the customer service counter; resolves discrepancies, complaints, and other issues requiring interpretation of program guidelines within established limits, standard operating procedures, and applicable government rules and regulations.
• Compiles and interprets information or data of a specialized nature to prepare reports for management.
• Prepares, reviews and evaluates program or department documents for appropriateness, completeness, and accuracy; processes documents according to guidelines.
• Maintains specialized database(s), including entering and retrieving information.
• Sorts, compiles, and files records, reports, and other documents.
• Creates and maintains a variety of logs and other tracking tools. Audits payment due for rental facilities.
• Drafts routine correspondence and notices to customers.
• Photocopies and distributes a variety of information for internal and external customers.
• Relieves Parks Administrative Specialist and other clerical and office support personnel as needed.
• Accepts citizen inquiries, resolves customer complaints and processes special event and facility use applications.
• Accepts facility use agreements and assists in processing facility rental applications, fees and special event use fees for public facilities under Parks, Culture and Recreation. Monitors day of event performer agreements.
• Establishes ongoing relationships with customers throughout their special event planning, including facility schematics, specialty equipment and licensing.
• Maintains inventory controls for department resale items including concession items and other merchandise. Develops sales summary spreadsheet reports monthly.
• Updates Point of Sale (POS) system when needed for all classes and events. Assists in setting pricing guidelines and recommendations.
• Creates marketing materials and presentations. Designs monthly mass emails to registered customers. Attends marketing events, makes presentations and promotes facilities.
• Devises media outreach for calendaring special events/classes on multiple platforms for the division.
• Coordinates community partnerships for special events with multiple supervisors.

Skills

Customer service

Telephone assistance

Data entry

Education

High school diploma or GED

Tools

POS system

Microsoft Office

Database management

Job description

This position provides complex, specialized administrative support and may serve as the first point of contact for customers seeking services or information. Work is performed within established procedures; however, incumbents complete tasks independently and apply established guidelines and alternatives to make judgments and decisions.

Other duties may be assigned as needed.

1. Provides technical and policy information about assigned program(s) to both internal and external customers on the telephone or at the customer service counter; resolves discrepancies, complaints, and other issues requiring interpretation of program guidelines within established limits, standard operating procedures, and applicable government rules and regulations.
2. Compiles and interprets information or data of a specialized nature to prepare reports for management.
3. Prepares, reviews and evaluates program or department documents for appropriateness, completeness, and accuracy; processes documents according to guidelines.
4. Maintains specialized database(s), including entering and retrieving information.
5. Sorts, compiles, and files records, reports, and other documents.
6. Creates and maintains a variety of logs and other tracking tools. Audits payment due for rental facilities.
7. Drafts routine correspondence and notices to customers.
8. Photocopies and distributes a variety of information for internal and external customers.
9. Relieves Parks Administrative Specialist and other clerical and office support personnel as needed.
10. Accepts citizen inquiries, resolves customer complaints and processes special event and facility use applications.
11. Accepts facility use agreements and assists in processing facility rental applications, fees and special event use fees for public facilities under Parks, Culture and Recreation. Monitors day of event performer agreements.
12. Establishes ongoing relationships with customers throughout their special event planning, including facility schematics, specialty equipment and licensing.
13. Maintains inventory controls for department resale items including concession items and other merchandise. Develops sales summary spreadsheet reports monthly.
14. Updates Point of Sale (POS) system when needed for all classes and events. Assists in setting pricing guidelines and recommendations.
15. Creates marketing materials and presentations. Designs monthly mass emails to registered customers. Attends marketing events, makes presentations and promotes facilities.
16. Devises media outreach for calendaring special events/classes on multiple platforms for the division.
17. Coordinates community partnerships for special events with multiple supervisors.

Experience:

• Two years of experience providing services to customers on the telephone and in person.
• One year of experience performing a variety of the essential duties of the position or a related position in applicable specialty area.

Education and Training:

• High school diploma or GED.

Licenses or Certificates:

• Must possess, or have the ability to possess within one month of hire date, a Washington State Driver’s License.
• Must be able to successfully pass a criminal background check.
• Must be at least 21 years of age.

The physical demands and characteristics of the work environment described here are representative of those occurring in the performance of the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the essential functions of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must frequently lift up to 10 pounds; and occasionally lift and/or move 10 to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

This position works in an office, and the noise level in the work environment is usually low to moderate.

Must be able to work a variety of shifts. May be required to work evenings and/or a weekend day.

This position description generally describes the principle functions of the position and the level of knowledge and skills typically required. It does not constitute an employment agreement between the employer and employee, and it is subject to change as the needs of the employer and the requirements of the job change.

Teamsters union