Administrative Assistant - Parks & Recreation

  • City of Asheville
  • Asheville, NC, USA
  • Oct 12, 2018

Job Description

Summary About Us
The City of Asheville is dedicated to providing quality service for the residents and visitors of our beautiful city, nestled in the Blue Ridge Mountains of western North Carolina. Asheville, NC is a thriving mountain city that has a culture enriched in diversity.
The City of Asheville values and respects a diverse community, workforce and ideas, and is committed to promoting an equitable, fair, and just employment environment. Our organization seeks to create and provide access and opportunities to employees, residents and visitors to fulfill their potential through inclusive engagement practices.  All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, sexual orientation, age, disability, genetic information or veteran status.

About Our Opportunity

We invite you to apply to join our team as an Administrative Assistant professional on our Administration team within the Parks and Recreation Department. This position supports the department as the liaison with Human Resources, processing payroll, reconciling procurement (credit) cards, and assisting department staff with the recruitment, interviewing and on-boarding of new employees. The preferred candidate will have previous experience with payroll, transcribing meeting minutes, and recruitment. The candidate will need strong collaboration and communication skills, and attention to detail. This position works independently with limited supervision and requires initiative.

Full Time 37.5 Hrs Week; M-F 8:30 am to 5:00 pm 
Essential Duties & Responsibilities  ESSENTIAL JOB FUNCTIONS
  • Performs a variety of tasks to assist management and supervisory personnel in day-to-day administrative functions of the department; administers assigned special, recurring or regular projects; completes reports as needed.
  • Utilizes computerized data entry equipment and various word processing, spreadsheet, file maintenance, and/or database programs to enter, store and/or retrieve information as requested or otherwise necessary; summarizes information for standard reports, selecting data from varied sources.
  • Composes, edits or coordinates the preparation of reports, speeches or other printed materials; researches content of written material for precedents, correctness of presenta-tion and applicability; types material from typed or handwritten copy or dictation to prepare correspondence, budgets, statistical and narrative reports, manuscripts, schedules, news releases, work orders, purchase orders, forms, logs, etc., which requires use of a variety of complicated formats; chooses or develops formats for reports, forms, and other documents; proofreads material prepared by others; assumes responsibility for accuracy of spelling, punctuation, format and grammar.
  • Screens and routes materials according to content of communications; routing duties require detailed knowledge of organizational operations and individual staff members' assignments and status of work; prepares and issues work orders in response to requests or complaints; contact personnel via telephone and/or two-way radio,
  • Establishes and/or revises work procedures and methods; trains employees in work procedures.
  • Answers questions from employees or the public concerning policies, procedures or deadlines; explains the use of records or information.
  • Attends meetings, hearings, or conferences as a participant or as staff.
  • Supervises the work of clerical employees and/or volunteers, ensuring adherence to established policies, procedures and standards; assists and advises subordinates, as appropriate, resolving problems as non-routine situations arise.
  • Files and retrieves materials based on full knowledge of organization and activities.
  • Assists in the development of departmental or program budgets, gathers pertinent data, analyzes requests, and processes technical information.
  • Prepares payroll records; maintains employee time sheets
  • Maintains departmental personnel, financial, fixed asset, and/or activity records; acts as a point of contact for the department served and provides information or refers inquiries to proper personnel.
  • Makes appointments; arranges travel schedules and reservations; prepares travel vouchers and expense reports for department heads and/or division personnel.
  • Coordinates and administers special employee programs and events.
  • Performs necessary research and/or administrative work, and compiles data for special projects or reports, as assigned, ensuring completion by specified deadlines and in accordance with established deadlines, goals and objectives.

  • Performs related work assignments as required.

Education & Experience Associate's degree in secretarial sciences, business administration or a related field and 3 to 5 years of secretarial experience, and/or any equivalent combination of training and experience required to perform the essential position functions.

The preferred candidate will have previous municipal government experience, payroll experience, understand basic budget concepts, computer proficiency, experience transcribing meetings, strong interpersonal skills, and an attention to detail. The employee must be able to work independently with limited supervision, exercise discretion, and have initiative to complete work assignments.
Knowledge, Skills, Abilities and Working Conditions  
  • Thorough knowledge of the organization and function of the area of assignment.
  • Considerable knowledge of City and departmental rules, regulations, policies and procedures, and the ability to interpret them.
  • Considerable knowledge of the principles and practices of modern office management including a knowledge of popular computer driven word processing, spreadsheet, and file maintenance programs.
  • Considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary.
  • Skill in organizing work flow and coordinating activities.
  • Skill in the operation of a typewriter or computer driven data entry equip-ment.
  • Ability to analyze and interpret policy and procedural guidelines and to re-solve problems and questions.
  • Ability to research program documents and narrative materials, and to compile reports from information gathered.
  • Ability to make routine administrative decisions independently in accordance
  • with laws, regulations, and City policies and procedures, and to solve problems and answer questions.
  • Ability to establish and maintain effective working relationships as necessi-tated by work assignments.
  • Ability to develop and modify work procedures, methods and processes to improve efficiency.
  • Ability to communicate effectively in oral and written form.
  • Ability to supervise or coordinate the work of others.