Administrative Assistant (Community Center) Job at City of De Pere, WI
De Pere, regularly ranked as one of the best places to live in Wisconsin, is a safe, warm, and friendly community less than ten minutes from Green Bay and 25 minutes from Appleton and the Fox Valley. As an employer, the City of De Pere is a positive, team-oriented organization with a commitment to providing exceptional customer service to its community. The City of De Pere provides an engaging work environment focused on collaboration and team building. De Pere strives to attract, develop, and retain diverse talent by promoting a diversity of thought, valuing differing perspectives, and empowering employees to share their authentic viewpoints at all levels and functions within the City.
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The City of De Pere is seeking an Administrative Assistant at the De Pere Community Center. This important role offers rewarding opportunities to interact with and assist people of all ages in the community as they seek enrichment, recreation, and fellowship in our City. By providing administrative support for the Community Center and the City’s recreational programs, the Administrative Assistant contributes essential support functions for recreational classes and programming; answers inquiries regarding Community Center programming, events, and reservations; prepares promotional materials; and plays an integral role in the recruitment process. The Community Center is a welcoming, fast-paced, and ever-evolving environment. This is an exciting opportunity to join a team that creates profound lifelong memories and skills for those who take part in our recreation offerings.
The typical work schedule is Monday - Thursday, 7:30 a.m. - 5:00 p.m. and Friday, 7:30 a.m. - 11:30 a.m. The City of De Pere recognizes the importance of its employees having a proper work-life balance and supports alternative work arrangements. Alternative work arrangements for this position include the ability to periodically flex work hours and occasionally work from home.
Salary : The starting wage rate is $22.54 per hour, depending on qualifications, plus an excellent benefits package. The City of De Pere rewards employees for exceptional work performance with a pay for performance incentive program. Employees may be awarded a salary increase, bonus, or paid-time off for exceptional work performance.
Application Deadline : Applications are being accepted until the position is filled. Review of applications will begin the week of December 19, 2022.
Provide administrative support and assist with the day to day efficient operations for the Community Center and Recreation Division. Receive, screen and relay telephone calls and direct visitors to appropriate staff members. Respond to routine written and oral requests for information. Draft correspondence and memoranda.
Delegate clerical tasks to Recreation Coordinator and Recreation Intern/Assistant. Train office staff on department software and processes.
Provide essential support functions for recreational classes including, but not limited to, answering inquiries, processing registrations for classes, programs, leagues, and pool memberships. Prepare program reports. Monitor class enrollments for new sessions, cancel classes, notify affected participants, and issue refunds or credits. Maintain and update program cancellation line.
Serve as administrator of registration software program. Monitor updates and provide training to staff including, but not limited to, interns, recreation assistants, pool managers and newly hired staff.
Answer inquiries regarding Community Center functions, events and reservations. Coordinate Community Center room rental process, including entering reservations, issuing keycards, providing tours, and maintaining rental checklist forms. Prepare monthly spreadsheet of rentals and coordinate Facility Attendant schedule.
Prepare for publication a variety of flyers, calendars, brochures, etc. to promote and publicize recreational activity to the general public, staff, volunteers, and participants. Prepare electronic publicity materials, including email blasts, press releases, website material, and social media updates. Maintain department website in collaboration with Communications Specialist.
Process invoices and reconcile cash drawers.
Serve as main time entry person for Recreation Division. Input and submit timesheets to payroll for bi-weekly processing for recreational seasonal employees.
Create job postings in the applicant tracking system. Assist in the recruitment process by processing applications, notifying candidates, coordinating interviews, conducting select background checks and ensuring completion of new hire paperwork.
Coordinate selection and administration of WPRA Discounted Ticket Program. Prepare promotional information and sell tickets. Reconcile sales and process payment to WPRA.
Receive and file confidential letters for financial assistance from Parks, Recreation & Forestry Department Director. Meet with family to process the recreation scholarship.
Coordinate inventory and maintenance of office and facility equipment; troubleshoot issues. Communicate and assist in basic maintenance and cleaning needs for Community Center.
Maintain prompt, predictable and reliable attendance.
Perform other duties as assigned.
Knowledge of principles and processes for providing customer and personal services. Knowledge of customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. Knowledge of administrative and clerical procedures and systems such as word processing, basic spreadsheet functions and database upkeep, managing files and records, designing forms, and other office procedures and terminology. Knowledge of City functions in general to effectively screen inquiries and process related documents.
Skill in the operation of equipment needed to effectively perform the duties and responsibilities of the position, including modern office equipment.
Ability to organize, schedule, prioritize, and perform work with limited supervision. Ability to multi-task in a fast paced and ever-changing environment. Ability to complete assignments accurately and within deadlines. Ability to make decisions in accordance with recognized policies and procedures. Ability to follow oral and written instructions. Ability to communicate effectively both orally and in writing with business representatives, elected officials, supervisors, department heads, the general public, and other City employees with courtesy and tact. Ability to develop and maintain effective working relationships with staff, volunteers and the general public. Ability to utilize a computer and required software. Ability to work the required hours of the position. Ability to work extra hours as needed.
May be required to demonstrate minimum competency by successfully passing approved tests.
MINIMUM REQUIREMENTS:
High school diploma or equivalent.- Associate Degree in an Administrative Professional program or related field.
- Two to three years of related work experience.
A combination of education and experience may be considered.
PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job:
A majority of the work shift is sitting at a desk in front of a computer, will spend some time on feet when giving a tour, while filing, making photocopies or standing to greet a visitor. Should have the ability to lift and carry up to 25 lbs. as may be responsible for moving office supplies or carrying heavy files or boxes of paper.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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