Program Assistant - Recreation

Charlotte County BCC; Florida; On-site; USD 35,000 - 45,000; Full time

Job summary

Charlotte County BCC is seeking a dedicated individual for an administrative support role. The incumbent will perform a range of duties including program coordination, customer service, and record management. Ideal candidates will possess strong organizational skills and a proven track record in effective communication, with a focus on supporting departmental activities. Join our team to contribute positively to community service initiatives.

Qualifications

• Two years of experience related to administrative support.
• Knowledge of modern office practices.
• Skills in effective communication and customer assistance.

Responsibilities

• Assists with planning and implementing departmental programs.
• Coordination of events and maintenance of documentation.
• Handles customer service inquiries and record-keeping.

Skills

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Customer service skills

Organizational skills

Time-management skills

Effective communication

Education

High school diploma or equivalent

Job description

Performs routine to moderately complex administrative duties in support of departmental programs. Duties may include assisting professional staff with development and implementation of program related promotional materials, maintaining record keeping systems to track and measure program effectiveness, collection of program related data, and managing department inventory of equipment and supplies. Incumbents in this classification also provide a variety of administrative support services such as greeting visitors, responding to phone calls, filing, typing, performing data entry, and preparing reports.

ESSENTIAL JOB FUNCTIONS

• Assists program supervisor with planning and implementing departmental programs, events, and activities: conducts research and makes recommendations regarding program goals and objectives; and represents programs and services to internal and external partners.
• Coordinates programs, events and activities, assists with and participates in planning, scheduling, setting up, implementing and tearing down programs, events and activities as assigned; prepares and assembles related materials; and maintains documentation.
• Prepares and maintains a variety of department records and specialized reports; utilizes department software and databases; compiles data from a variety of sources in compliance with financial, regulatory and/or administrative requirements; enters, updates, and maintains data; verifies data for accuracy and completeness; and runs and submits a variety of reports as requested.
• Manages inventory of equipment and supplies; purchases, receives, stores, and issues a variety of equipment, materials and supplies; and maintains all related documentation.
• Performs customer service duties; receives and responds to inquiries and routine requests; and provides information relative to program initiatives and activities.
• Receives deposit monies, processes check requests, and manages petty cash; may prepare and make bank deposits.
• Composes, types, and edits routine correspondence, forms, reports, meeting notices, marketing materials, social media, and other data, reviews documents for clarity and accuracy.
• May be required to act as liaison and/or provide administrative support to ad hoc committees and boards of directors.
• Provides exceptional customer assistance, problem-solving, and/or complaint resolution by all forms of communication.

Education and Experience:
An equivalent combination of relevant training, education and experience:

• High school diploma or equivalent.
• Two (2) years of experience related to area of assignment.

Special Qualifications:

• Must maintain a valid driver’s license.

• Knowledge of departmental policies, plans, and procedures.
• Knowledge of modern office practices, plans, and procedures.
• Knowledge of Microsoft Word, Excel, PowerPoint, and other job-related computer programs and software applications.
• Knowledge of municipal organization and community related programs pertaining to the assigned County department.
• Knowledge of program to support.
• Basic arithmetic skills.
• Organizational and time-management skills.
• Customer service skills.
• Skill in effective communication, both orally and in writing.
• Skill in prioritizing and organizing work.
• Skill in the use of office equipment such as a computer, multi-line telephone system, scanner, fax machine, and copier.
• Ability to work in a team environment.
• Ability to make recommendations and to use resourcefulness and tact in solving new problems.
• Ability to follow written and oral instructions.
• Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor.
• Ability to ascertain priorities and meet deadlines and objectives.
• Ability to follow written and oral instructions.
• Ability to maintain accurate records and reports.
• Ability to provide internal/external guidance and customer assistance via all forms of communication.
• Ability to operate a motor vehicle.
• Ability to introduce program(s) to various audiences.
• Ability to prepare promotional materials customized to program’s needs.
• Ability to direct and monitor the work of others.
• Ability to use computers for data entry, word processing, and/or accounting purposes.
• Ability to author reports and business correspondence.
• Ability to establish and maintain effective working relationships with managers, service providers, other employees, and the general public.

PHYSICAL DEMANDS
Walking, sitting, hearing, seeing up close, talking, standing, finger movement, repetitive motions. Dependent upon position assignment, may frequently lift up to 25 pounds and occasionally up to 50 pounds.

WORK ENVIRONMENT
Work is primarily performed in an indoor, climate-controlled environment but may be moderately exposed to disagreeable elements (e.g., irate customers, extreme noise, heat, odors, heights and/or dust).

RISK/SAFETY CONDITIONS
There is little or no risk related to physical and/or mental health and safety associated with this position.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Charlotte County is an Affirmative Action/ADA/Veterans’ Preference and Equal Opportunity Employer. Women, Minorities, and Persons with Disabilities are Encouraged to Apply.