The City of Starkville is seeking qualified candidates for their Parks & Recreation Administrative Assistant position.
GENERAL POSITION SUMMARY:
The Administrative Assistant supports the City of Starkville’s Parks and Recreation Division. Work involves developing and coordinating administrative procedures for making decisions on routine operating problems, serving as a liaison with internal and external departments and organizations, and working with confidential administrative details.
ESSENTIAL JOB FUNCTIONS:
KNOWLEDGE, SKILLS AND ABILITIES:
- Interprets department regulations, policies, and procedures; make decisions involving independent judgment and requiring specialized knowledge of department practices, programs, and operations; analyze situations and make appropriate decisions without immediate supervision.
- Processes paperwork for personnel actions for department, calculates and enters timecards for department; tracks attendance.
- Assists in the preparation and monitoring of assigned budgets including compiling annual budget requests, recommending expenditure requests for designated accounts, and monitoring approved budget accounts; review the financial condition of assigned programs and recommend and initiate corrective action to ensure financial integrity.
- Requisitions supplies; prepares requisitions and purchase orders.
- Maintains various types of complex files; directs and participates in the maintenance of a complex record keeping and filing systems; files related correspondence, reports, and records; prepares and maintains personnel, legal and other records and files of a confidential or sensitive nature; interprets personnel policies and procedures.
- Answers, screens and forwards telephone calls; greets visitors; records and relays complex messages; schedules appointments as necessary; disseminates information via telephone or hard copy; documents complaints and requests; responds to complaints and requests for information or services; serves as a liaison to resolve problems with outside agencies and other departments; relays messages, orders, and instructions to personnel.
- Coordinates pavilion, athletic field and other department facility rentals via established rental processes. Coordinates departmental activity registrations.
- Compiles and prepares a full range of advanced secretarial documents; provides administrative assistance using computer software to prepare a wide array of letters, correspondence, administrative and public reports including personnel requisitions and other correspondence; researches minutes and ordinances; obtains information from other sources; maintains manuals and other data pertaining to city affairs.
- Maintains a calendar of events and schedules; coordinates and schedules meetings, training, appointments and facility use.
- Assists with large projects; conducts special studies or assignments of a limited duration and nature; compiles data, researches information, prepares special study reports and summaries requiring data analysis; formats and prepares written reports, statistical tables and charts using word processing, spreadsheet, or data base software on a computer.
- Utilizes a computer and applicable software, printer, multi-line phone system, calculator, and standard office equipment while performing essential functions.
- Communicates with the public, other City departments, delivery people, professionals, businesses, applicants, regulatory agencies, organizations and others to give and receive information.
- Requires regular and prompt attendance plus the ability to work well with others and work well as a team.
EDUCATION AND/OR EXPERIENCE REQUIRED:
- Considerable knowledge of office practices, procedures, and equipment including complex file and record management policies, procedures, and processes.
- Knowledge of recordkeeping, accounting and bookkeeping principles and practices.
- Knowledge of Federal, State, and local laws, codes, ordinances, regulations, Personnel, Departmental and City policies and procedures in area assigned.
- Considerable knowledge of business English, spelling and arithmetic.
- Ability to maintain administrative, personnel, fiscal, legal, and general records; prepare reports; manipulate spread sheets; and answer questions from records in a timely and accurate manner.
- Ability to work with confidential information and prioritize, coordinates, and organizes work.
- Ability to communicate effectively, both orally and in writing, in both small and large groups, and in formal and informal settings.
- Ability to understand and interpret departmental rules, regulations, procedures, and instructions both orally and in writing.
- Ability to interact with the public and provide information in a polite and courteous manner both in person and on the telephone.
- Ability to be bonded.
- CPR/First Aid/AED training/certification desirable
- High school diploma from a school accredited by a regional accrediting agency recognized by the U.S. Department of Education or GED certificate issued by the appropriate state agency and considerable experience performing advanced administrative assistance supplemented by course work in computers and word processing.
- Substantial training and experience within a governmental setting is preferred.
Work is performed in an office environment and involves everyday risks or discomforts which requires normal safety precautions.
- Employee will at times have to work other shifts.
- Work is essentially sedentary with occasional walking, standing, bending, and carrying items up to fifty (50) pounds such as books, papers, office supplies, and file folders. Work requires the physical ability to sit in confined setting for extended periods of time, and operate a computer keyboard. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
- Good driving record, ability to drive a City vehicle and possession of a valid State Driver’s license.
Salary Grade 9, $28,514.23 ($13.71 per hour) to $37,948.70 ($18.24 per hour), based on 2080 hours. The duties listed above are intended as illustrations of the types of work that may be performed. The omission of specific job duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The job description does not constitute and employment contract and is subject to change as the needs of the City and requirements of the job change. Regular and consistent attendance is a condition of continuing employment.
The City of Starkville is an EQUAL EMPLOYMENT OPPORTUNITY/AFFIRMATIVE ACTION employer. Candidates are considered for employment with the City, without regard to their race, color, religion, national origin, age, sex, gender, pregnancy, disability, sexual orientation, gender identity, genetic information, military status, protected veteran status or other classification protected by applicable federal, state or local law. A drug screen is required for this position. Qualified candidates may apply at City Hall, 110 West Main Street, Starkville, MS 39759 or apply on-line at www.cityofstarkville.org.