Administrative Assistant

Job Description

Job Description

Salary : $14-$16 / hourly

The Event Coordinator for Parks & Recreation facilitates the booking, planning and set-up details of events within the parks and recreation system as well as administrative duties within Kiroli Park.

SPECIFIC TASKS, DUTIES, & RESPONSIBILITIES

Reserves Kiroli Park shelters, bandstand, lodge and Lazarre Park fishing area

Collects rental agreements and payments for shelters

Assists in coordinating and scheduling seasonal events

Coordinates vendors as needed

Performs a range of administrative / office / logistic support activities

• Answers, screens, and transfers inbound phone calls, and receives / directs visitors
• Resolves administrative problems / inquiries and prepare written responses to routine inquiries
• Prepares and modifies documents, maintaining confidence as needed
• Schedules and coordinates meetings / appointments for director / managers
• Maintains supply inventories
• Produces reports on all phases of bookings as needed
• Provides backup for gatehouse as needed
• Maintains bookkeeping (i.e. payroll, POs, invoicing etc.), handles money as needed, and assists with any additional bookkeeping requirements (i.e. P&Ls required by City Hall)

Other duties as needed

WORKER REQUIREMENTS & WORKING CONDITIONS

Knowledge of and experience in clerical and administrative procedures, basic office management, computer / software systems, and use of standard office equipment

Excellent customer service skills

Ability to lead others effectively, work from own initiative, physically manage day-to-day operations, demonstrate excellent problem-solving skills and strong leadership skills

Position requires flexibility, schedule varies based on booked events.

Applicant should expect to work weekend events as needed and will be required to work some Holidays.

ServSafe Certified and Alcohol Service Permit preferred

Typical Work Week

Monday-Friday 8 am- 5 pm. Weekend flexibility (very limited).