Office Assistant I/II/III - Park & Recreation Administration

Parks & Recreation, 633 Walnut, Abilene, Texas, United States of America Req #170
Thursday, May 5, 2022
GENERAL DESCRIPTION
 
Under general supervision, to perform a variety of clerical duties in support of the assigned department; to post, balance, and verify basic financial records; to type technical and financial reports, forms, and letters; to process documents; and to provide assistance to the public.
 
SUPERVISION EXERCISED

This position exercises no supervision.
 
IMPORTANT AND ESSENTIAL DUTIESA
 
Enter registrations/reservations into the Recreation Software Program and collect monies associated with activities.
 
Post to various clerical, fiscal, and other types of records according to prescribed procedures and maintain their files and balances.
 
Receive and process complaints and inquiries by either supplying the information or referring the party to the proper division or department for reply.
 
Act as receptionist to receive and answer telephone and walk-in requests from the public for information concerning City policies, procedures, and activities.
 
Prepare and type various types of reports; perform other clerical duties including filing, maintaining records, and processing mail.
 
Process legal-type documents; prepare certified copies of records as necessary.
 
Answer questions and public inquiries within the framework of established policies and procedures.
 
Assist with scheduling ballfield requests and cemetery phone calls and duties.
 
Assist with invoicing procedures.  Maintain key deposits and key pick-ups for ballfield use.
 
Office Assistant II – In addition to the duties above:
 
Inputs cemetery data into record books using monthly reports.
 
Schedule and maintain all ballfield requests electronically in Recreation Software as well as tournament requests.  Communicates with League presidents and coaches regarding field availability.
 
Assists with records management and records retention schedule.
 
Maintain all damage deposits for facilities.
 
Maintain bookkeeping for daily cash receipts and reports.
 
Process all check requests for Parks & Recreation Administration.
 
Maintain and review current insurance documents for various vendors and leagues.
 
Office Assistant III – In addition to the duties above:
 
Accepts payments and reviews proper paperwork for building reservations and activity registrations.
 

Complete monthly cemetery reports, ownership documents and computer data entry.
 

Accepts payments and reviews paperwork for Parks and Recreation, Environmental Health food, septic, pools and spa permits.
 

Responsible for submitting monthly TCEQ reports and Active.Net reservation reports.
 

Assign nuisance complaints to the Environmental Health Inspector for investigation.
 

Receive and forward Vector Control complaints to appropriate personnel.
 

Responsible for submitting monthly invoices within the required deadline.
 

Process legal type documents; prepare certified copies of records as necessary.
 

Process Abilene See Click Fix reports.
 

Receive and process complaints and inquiries by either supplying the information or referring the party to the proper division or department for reply.
 

OTHER JOB RELATED DUTIES
 
Perform other job related duties and responsibilities as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES
 
Knowledge of:

Proper English grammar, spelling, punctuation, and arithmetic.
 
Office equipment, filing systems, and office procedures.
           
Skill to:

Type at a speed necessary for successful job performance.
           
Operate office equipment including computer equipment.
           
Ability to:
 
Ability to learn and operate our Recreation Software.
 
Maintain records and files.
 
Multi-task to efficiently complete job duties.
 

Assemble, organize data, and prepare reports.
 
Interact courteously and tactfully with the public.
 
Communicate clearly and concisely, both orally and in writing.
           
Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.
 
Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.

Experience and Training Guidelines:
 
Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying.  Knowledge, skills, and abilities may be obtained through:

Office Assistant I
           
Experience:
 
One (1) year of general clerical experience is required.
 
Bi-Lingual Spanish is preferred.
                         
Education/Training:
 
A high school diploma or GED is required.
           
License or Certificate:

A valid Texas driver’s license, the ability to obtain one within ninety (90) days of employment, or a military waiver is preferred.
 

Office Assistant II
           
Experience:
 
Three (3) years of administrative clerical experience is required.
 
Cash handling experience required.
           
Education/Training:
 
Either demonstrated competency in Open Records and Retention management or ability to complete Open Records Management training within 90 days of employment.
 
Either demonstrated competency in Plotbox cemetery software or the ability to complete training in Plotbox cemetery software within 90 days of employment.
                    
Office Assistant III

Experience:
 
Five (5) years of administrative clerical experience is required.
 
Knowledge of TCEQ requirements.
 
Knowledge of Cash Handling processes and procedures required.
 
Education/Training:
 
HIPPA certified or ability to attain certification within 90 days of employment.
 
Demonstrated advanced level competency in Active Net software platform or ability to complete advanced training in Active Net software platform within 90 days of employment.
 
Special Requirements:
 
Ability to work in a standard office environment.
 
With or without accommodation, ability to lift and transport up to 50 pounds.
 
Ability to work late evenings and weekends on occasion.

Other details

  • Pay Type Hourly
  • Min Hiring Rate $12.64
  • Max Hiring Rate $18.92
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Location on Google Maps
  • Parks & Recreation, 633 Walnut, Abilene, Texas, United States of America