Job Title

Position DescriptionAdministrative Assistant III-ReservationsHours: 8:00 a.m. - 5:00 p.m., may varySUMMARYWorking under the general direction of the Manager V - Office, incumbent performs a variety of clerical, office, and customer service duties as required. The incumbent is expected to exercise good judgment, independence, initiative, and professional expertise in conducting day-to-day operations. All work duties and activities must be performed in accordance with the City safety rules and operating regulations, policies and procedures as well as federal, state, and local regulations.ESSENTIAL DUTIES AND RESPONSIBILITIESinclude the ability to interact with the public, City incumbents, and outside agencies with patience, tact, respect, and professionalism and the following. Other duties may be FORMATION and COMMUNICATION- Provides professional customer service to the general public, other governmental agencies, private enterprise, consultants, professionals, and others doing business or making inquiries with the Parks and Recreation Department;- Answers and directs telephone calls coming into the Parks and Recreation Department's main phone line, directing calls, answering inquiries, and taking messages as necessary;- Handles a variety of confidential correspondence that is sensitive in nature including typing memos, letters or verbal instructions, and drafts correspondence for superiors periodically.- Prepares bulk mailings for Parks Department and sorts and distributes all incoming U.S. mail as well as inter-office mail;OPERATIONS, SUPPORT and SCHEDULING- Provides support services to approximately 15 Manager and Supervisors;- Utilizes RecTracs Facility and Registration programs to perform such duties as reserving facilities, taking registrations for classes and leagues, and issues Dog Park Permits for both dog parks;- Maintains the RecTrac Registration system. Duties include but are not limited to:oAnswers inquiries regarding availability of classes and leagues found in the Parks Department's Fun Times brochure;oTakes registration information from participants over the phone by obtaining their class information, personal information, and credit card information;oReceives mail-in and walk-in registrations from customers;oHandles all cash, check, and credit card registration payments;oProcesses all registrations in the RecTrac Registration program;oProduces receipts for each transaction;oPrepares daily financial reports;oMails or emails supply lists and informational receipts of customers;oUtilizes RecTracs POS system to sell concert tickets for events at the Foellinger Theatre;oEnters all new class information into the RecTrac Registration program for each quarterly Fun Times brochure;oSells golf memberships for the Park Departments three Public Golf Courses;oReserves park pavilions, wedding areas, ball diamonds, and soccer fields. Duties include but are not limited to:Answers inquiries regarding availability of facilities for rental;Reserves facilities;Creates invoices to be used for collection of payments for facility rentals;Processes all cash, check, and credit card payments for reserved facilities;Issues permits for reserved facilities;Prepares daily financial reports;Creates weekly usage reports for Maintenance Managers and Supervisors;Updates the RecTrac Facility system to delete all unpaid reservations daily;- Cross trains with other office staff to insure an uninterrupted work flow, fills in as necessary;- Assists in the training of other staff;- Assists other staff as needed or as directed;- Maintains equipment and work areas in a clean and orderly condition;- Performs clerical work requiring the use of independent judgment;Fiscal responsibility- Maintains a portion of the Park Department's petty cash;- Maintains files for all Park Department financial records;MARGINAL FUNCTIONS:Performs other duties and special projects/assignments as assigned;Must maintain a neat, clean business/business casual appearance.PERFORMANCE EXPECTATIONSThe incumbent is responsible to manage their performance in accordance with this job description and the performance expectations provided to them by management.If at any time the incumbent is unsure of their role or specific responsibilities, it is the incumbents responsibility to refer to their job description and ask for clarification from their supervisor.Management will work with the incumbent, as needed, to ensure performance expectations are clearly communicated and performance goals are achieved.SUPERVISORY RESPONSIBILITIESThis position has no supervisory responsibilities.QUALIFICATIONSTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.OTHER KNOWLEDGE, SKILLS and/or ABILITIES- Ability to effectively present information and respond orally to questions from co-workers and the general public;- Ability to use standard office equipment, including a personal computer, postage machine, and procedure manuals;- Makes accurate mathematical calculations and posts figures accurately;- Must be able to work with confidential material.EDUCATION and/or EXPERIENCEHigh school diploma or general education degree (GED) or equivalent combination of education and experience;Four (4) years experience in secretarial work involving substantial and verifiable public contact/customer service experience;Proficient use of Microsoft Office, including Word and EXCEL;Skilled in correct punctuation, spelling, and grammar.LANGUAGE SKILLSAbility to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.Ability to write routine reports and correspondence.Ability to speak effectively before groups of customers or employees of organization.Fluent in both English and Spanish desired, but not required.MATHEMATICAL SKILLSAbility to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.REASONING ABILITYAbility to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.Ability to deal with problems involving a few concrete variables in standardized situations.CERTIFICATES, LICENSES, REGISTRATIONSValid Indiana Drivers License if City vehicle is used.PHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions