Definition. Under the direct supervision of the Assistant General Manager, the Administrative Assistant is responsible for daily customer service operations and a variety of office duties. Essential Functions. Answer phones, take messages, send and respond to emails, type letters and memos; maintain professional and timely correspondence Flexibility and ability to assist patrons on-site, over the phone, or via email. Manage inventory and order office supplies on a regular basis and maintain offi... more details
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Description
Definition
Under the direct supervision of the Assistant General Manager, the Administrative Assistant is responsible for daily customer service operations and a variety of office duties.
Essential Functions
Answer phones, take messages, send and respond to emails, type letters and memos; maintain professional and timely correspondence
Flexibility and ability to assist patrons on-site, over the phone, or via email
Manage inventory and order office supplies on a regular basis and maintain office equipment
Receive and date stamp all mail, packages, and deliveries
Accept and process registrations for all classes, programs, and memberships
Class and program entry for all departments
Create and maintain filing systems, both electronic and physical
Navigate and assist customers and staff with recreation management software
Process ACH/ARB, cash, check, e-check and credit card registrations
Work with Recreation Coordinator to update flyers and bulletin boards, redesign/update documents, create sign boards for posting, create social media content, and enrollment announcements
QuickBooks entry and produce daily registration with payment details
Print rosters, email class notices, and issue refunds/district credits
Help maintain waitlists for all programs
Organize and update Lowdown and Activity Guide binders
Sell, maintain and update tennis court key log
Assist in the development and creating of surveys to distribute to the community
Knowledgeable in answering any questions regarding Recreation Center classes and programs
Maintain a current knowledge of all aspects of Recreation Center operation
Assist with additional projects as needed
Flexibility and ability to take on added responsibilities in order to aid other staff members
Schedule meetings and interviews for management and staff
Assist with special community events as needed
Requirements
Essential Knowledge and Abilities
Experience working with PC’s, copiers, Credit Card machines, multi-line telephone/fax machines and general office equipment
Knowledge of office practices and procedures and basic data collection
Handle multiple tasks to support office, staff, and customer needs daily
Register clients, handle busy phone lines, and type simultaneously
Deal with conflicts or complaints in a positive, non-threatening manner, escalating to supervisors as needed
Provide community assistance as needed
Take initiative in performing tasks
Work unsupervised
Strong written and verbal communication
Knowledge of Microsoft 365, registration systems, Adobe Illustrator, Adobe Acrobat, and Canva
Qualifications
Minimum of two or more years of secretarial, reception, customer service or administrative experience required
Experience with customer contact and public relations preferred
High School diploma or equivalent GED; or work in progress towards a High School diploma
First Aid and CPR/AED Certification preferred
Additional Requirements
Possession of a valid Class C California Driver’s License
Receive Department of Justice fingerprint clearance
Physical Demands
Essential and marginal functions may require maintaining physical conditions necessary for variety of teaching and recreational activities such as: ability to stand, walk, sit, kneel, or crouch for a prolonged amount of time; ability to bend, stoop, run, balance, climb, push, and pull; ability to lift and carry objects, including children, up to 25 pounds; ability to read instructions, read fine print, view computer screen, operate vehicles and equipment; ability to converse on the telephone and in person assisting customers and program participants; ability to use computer keyboard, copy machine, take notes and answer telephones. Reasonable accommodations will be made for those with disabilities.
Visual and auditory ability to observe and to respond to critical incidents and the physical ability to act swiftly in an emergency situation.
Additional Information
It may be necessary to perform other duties as assigned.
This job description is not intended to be all inclusive. It is understood that the employee will perform other duties if requested by the Assistant General Manager and/or General Manager. Job descriptions are reviewed periodically and may be revised if deemed necessary. This job description is not a written or implied contract.
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