Administrative Assistant- Parks & Recreation

<table border="1" style="width: 100%"><tbody><tr><td style="width: 100%">Location: &nbsp;6002 &nbsp;Parks &amp; Recreation/Recreation<br>Pay Grade: &nbsp;A06<br>FLSA Status: &nbsp;Non-exempt<br></td></tr></tbody></table><p>Under general supervision, performs administrative and secretarial duties in support of department operations.</p><p><br></p><ul><li>Provides administrative support; greeting customers; answering phones, responding to emails; producing memoranda, letters, and reports; maintaining personnel and attendance records; maintaining files.</li><li>Researches, compiles, sorts, and calculates data from files and other sources to prepare statistical reports.</li><li>Processes and enters a variety of personnel actions.</li><li>Processes employee time sheet corrections; researches Human Resources issues; tracks and initiates employee evaluations.</li><li>Trains personnel; answers questions from other departments and the general public.</li><li>Provides administration and technical assistance to all employees using RecTrac, the Recreation Management Software for the department.</li><li>Maintains records of facility and program usage, and activity statistics.</li><li>Prepares daily deposits and reconciles all deposits with the City Finance Department.</li><li>Produces and maintains a comprehensive RecTrac operations manual for employees.</li><li>Processes rental and activity fees, and refunds.</li><li>Maintains an accurate RecTrac database, performing required software updates and inputting new recreation program descriptions and codes into software as needed.</li><li>Provides administration and technical assistance to WebTrac, the online web module of the Parks and Recreation Management Software.</li><li>Performs updates, maintains WebTrac database with current programs, activities, events, facility reservations, registrations, and technical support for the public.</li><li>Maintains and updates the Parks and Recreation Department information on the City's website.</li><li>Updates GIS software with proper information concerning the City's parks, facilities, and amenities.</li><li>Creates updates, maintains Parks and Recreation Department forms, instructor's manuals, and brochures.</li><li>Maintains and updates Parks and Recreation Department policy and procedures manuals for full time and seasonal employees.</li><li>Trains seasonal staff on procedures for using miscellaneous required forms, equipment, maintaining records and procedure for making daily deposits.</li><li>Develops and types letters, invoices, and processes department's Monthly Report for submission to City Council.</li><li>Ensures requisitions for purchases and processes pay authorizations.</li><li>Assists in the maintenance of the annual Operations and Maintenance Budget.</li><li>Processes paperwork for Workers Compensation in conjunction with Risk Management;&nbsp;processes FMLA paper work.</li><li>Takes, transcribes, and distributes minutes of staff meetings.</li><li>Opens, sorts, and distributes mail; obtains signatures as required.&nbsp;</li><li>Schedules meetings and events and maintains calendar of appointments.</li><li>Prepares and enters agenda items.</li><li>Orders office supplies for the department.</li><li>Assists in the Automated Meter Reading project data entry.</li><li>Collects all data received and processes information for submission of the Monthly Activity Report to the City Manager's Office.</li><li>Performs other duties as assigned.</li></ul>Requires a High School Diploma or GED equivalent, supplemented by one to two years of related experience; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Possession of or ability to readily obtain a valid Driver's License issued by the State of Oklahoma for the type of vehicle or equipment operated.&nbsp;<p>Tasks involve the ability to exert &nbsp;minimal physical effort in sedentary work, typically involving some &nbsp;combination &nbsp; of &nbsp;balancing, &nbsp;feeling, &nbsp; handling, &nbsp;hearing, &nbsp;kneeling, &nbsp; mental &nbsp;acuity, &nbsp;reaching, repetitive &nbsp;motion, &nbsp; speaking, &nbsp;standing, talking, &nbsp;visual &nbsp; acuity, walking &nbsp;and &nbsp;which &nbsp; involves &nbsp;some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (up to 10 pounds). &nbsp;Tasks may involve extended periods of time at a keyboard or workstation.</p>