Under regular supervision, performs a variety of receptionist and clerical duties in support of effective and efficient office operations. Performs related work as required. Reports to the Recreation Coordinator II or designee. Normal work schedule is Sunday – Thursday: Sunday 9:30am-6:00pm, Monday–Thursday 12:30pm – 9:00pm
SPECIFIC DUTIES AND RESPONSIBILITIES
ESSENTIAL JOB FUNCTIONS
Performs receptionist duties for the Department; greets and assists office visitors; receives, screens and routes incoming calls in a courteous manner; provides requested information and/or forwards calls to appropriate staff person; takes messages as needed.
Collects, receipts and prepares registration fees and other payments for deposit.
Types, prepares and/or processes a variety of records, reports, memos and correspondence.
Performs other general clerical duties for the department, including but not limited to maintaining filing system, copying and filing documents, collating materials, entering computer data, sending and receiving faxes, maintaining inventory of supplies and forms, etc.
Performs routine bookkeeping work as required, including preparing deposits, preparing accounts receivable reports, maintaining petty cash account and preparing purchase orders.
Coordinates the proper and timely maintenance of office equipment.
Assists in maintaining the organization and cleanliness of the facility.
Assists with special events and programs as assigned.
Refers to policy and procedure manuals, computer manuals, dictionary, directories, etc.
Operates a variety of office equipment such as a computer, printer, typewriter, calculator, copier, fax machine, telephone, etc.
Uses computer and clerical supplies; and a variety of computer software such as PerfectMind, Incode, Executime, ESS, Microsoft Word, Microsoft Excel, Microsoft Publisher, Microsoft Outlook, etc.
Interacts and communicates with various groups and individuals such as the immediate supervisor, co-workers, other department heads and staff, and the general public.
ADDITIONAL JOB FUNCTIONS
Performs other duties as required.
MINIMUM TRAINING AND EXPERIENCE
Requires a high school diploma or GED equivalent supplemented by one to two years of responsible clerical experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Must be able to type at the corrected rate of 55 words per minute. Must possess a valid state driver’s license.
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED
TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements: Tasks involve the ability to exert light physical effort in sedentary to light work, which involves the lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
PERFORMANCE INDICATORS
Knowledge of Job: Has thorough knowledge of the methods, policies, and procedures of the Commission and department as they pertain to the performance of duties of the Receptionist/Clerk. Has knowledge of agency policies and procedures; proper record-keeping, report preparation and filing systems and methods; English usage, punctuation, vocabulary, spelling, and grammar; modern office practices and technology, including the use of computers for word processing; forms, documents, policies and procedures of the Recreation Commission; operation and basic maintenance of office equipment; basic business arithmetic. Is skilled in using computers and a variety of computer programs for administrative record keeping and reporting; safely operating basic office equipment. Is able to interpret and apply policies and procedures; provide efficient and effective clerical support to supervisor and staff; perform a variety of clerical work involving independent judgment; organize work, set priorities, meet critical deadlines and follow up on assignments with a minimum of direction; learn and utilize new skills and information to improve job performance and efficiency; perform routine bookkeeping work with accuracy; communicate effectively both orally and in writing; read and interpret various materials pertaining to the responsibilities of the job; communicate in person and over the telephone with professionalism and using proper etiquette; establish and maintain effective relationships with personnel of other departments, professionals and members of the public through contact and cooperation; perform required calculations with accuracy; type accurately at speeds necessary for successful job performance; organize and maintain accurate records, lists and other documents.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with internal and external entities with whom the position interacts.
Quantity of Work: Performs described Essential Functions and related assignments efficiently and effectively in order to produce quantity of work which consistently meets established standards and expectations.
Dependability: Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, policy, standards and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human and conceptual areas.
Attendance: Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides adequate notice to higher management with respect to vacation time and leave requests.
Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished, and initiates proper and acceptable action for the completion of work with a minimum of supervision and instruction.
Judgment: Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and researches issues, situations and alternatives before exercising judgment.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with established policies or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation intra- and inter-departmentally.
Relationships with Others: Shares knowledge with managers, supervisors and co-workers for mutual benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships inter- and intra-departmentally, and with external entities with whom the position interacts. Tactfully and effectively handles requests, suggestions and complaints in order to establish and maintain good will. Emphasizes the importance of maintaining a positive image.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of work elements and establishes a personal schedule accordingly. Attends required meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules.
Safety and Housekeeping: Adheres to all established safety and housekeeping standards. Ensures such standards are not violated.
DISCLAIMER: This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.
