DEPARTMENT: Parks and Recreation Department
WORK SCHEDULE: Monday-Friday 8am-5pm
JOB CATEGORY: COMOT (Computer, Office Machine Operation, Technician)
SALARY: $21,155.20-$26,444.00 annually
FLSA STATUS: Non-exempt
To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. The City of Richmond provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship.
Incumbent serves as Receptionist/Secretary for the Parks and Recreation department, responsible for providing administrative support to department personnel and impeccable customer service to all parks and recreation patrons.
Opens and unlocks office daily promptly at 8:00 a.m. for department team and customers or provide adequate needs from the service window and foyer.
Locks and checks all doors nightly before exiting the building including kitchen area.
Runs daily reports of the POS System and balances cash drawer nightly. Prepares bank deposits for the front desk and other divisions of the Parks and Recreation Department.
Provides accurate registration and reservations through the POS System.
Checks and files deposit recaps and quietuses for Administration Assistant and Business Manager.
Corresponds with janitorial staff on rentals and schedules for the weekends and special holidays. Janitorial staff shares issues or concerns about rentals of facilities. Keeps the Business Manager and Administrative Assistant notified of these issues as well, and shares concerns or correspondence.
Receives instruction, projects, and direction from various team members in and outside of the office.
Completes park signage as requested for closures as necessary.
Corresponds with the water company and our maintenance staff on water meters in the spring and late fall. Keeps current spread sheets on each account.
Answers telephone and greets office visitors, responding to inquiries, providing information and assistance, and/or directing caller to appropriate individualor department.
Performs various secretarial duties, including maintaining accurate and organized files, taking dictation, and composing, typing and preparing various documents, letters, correspondence, memorandums, and news releases.
Maintains and orders all office supplies and paper throughout the year for Administration office and all staff.
Receives and processes registrations and reservations for park programs and facilities, such as dock rentals, golf and swim passes, and building/shelter reservations.
Collects payments and damage deposits, issues receipts, and hands out keys as appropriate.
Maintains department key system and checks for efficiencies and accuracy through an annual inventory audit.
Assists with communicating with Parks Board Members and attends monthly Board meetings when necessary, including assembling meeting materials, taking dictation, typing and distributing minutes to appropriate individuals, compiling data, collating materials for special projects and reports, and maintaining accurate records as required. Additionally setting up the room for each Park Board Meeting may be required.
Receives and responds to citizen inquiries and complaints, forwarding to appropriate individual or department accordingly.
Dispatches and relays information via two-way radio to Park personnel as necessary.
Receives, opens, sorts, and distributes all incoming and interoffice mail. Assists with maintaining brochure rack and distributing printed materials for the department.
Maintains inventory of office supplies and equipment, ordering necessary supplies and updating vendor system as appropriate. Runs business related errands as required.
Oversees facility and program registrations and special event registrations, monitoring department key system for vehicles and facilities accordingly.
Processes seasonal employee applications for Human Resources and enters applications into database as required.
Oversees Park Superintendents calendar and take appropriate messages as needed.
Assists Recreation staff as needed including but not limited to day of event assistance, printing of flyers, counting flyers for schools, calling for donations, and other needs as arise.
Attends training/workshops as scheduled.
Performs other related duties as assigned.
JOB REQUIREMENTS AND DIFFICULTY OF WORK:
High school diploma or GED.
Working knowledge of standard office procedures
Excellent technology and computer skills including Microsoft Excel, Word, and Power Point. Experience with canva, social media, point of sale software, key system software and any other computer knowledge that can improve overall efficiencies of the department as a whole.
Excellent bookkeeping skills and ability to apply such knowledge to a variety of interrelated processes, tasks and operations.
Working knowledge of standard English grammar, spelling and punctuation, and ability to take dictation and prepare correspondence and written reports as required for Park Board or other Park Team Meetings as requested.
Ability to type with speed and accuracy and properly operate standard office equipment, including computer, calculator, typewriter, telephone, laminator, copier, scanner, fax machine, credit card machine and two-way radio.
Ability to effectively communicate orally and in writing with co-workers, other City departments, Parks Board, vendors and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.
Ability to provide public access to or maintain confidentiality of department information and records according to all state and local requirements.
Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
Ability to file, post, mail materials and maintain accurate and organized records.
Ability to count, make simple arithmetic additions/subtractions and receive, receipt and record money while providing deposits and necessary credit card transactions daily.
Ability to understand, memorize, retain and follow oral and written instructions.
Ability to work alone with minimum supervision and with others in a team environment, often under time pressure, and on several tasks at the same time.
Ability to plan/layout assigned work projects and apply knowledge of people/locations.
Ability to occasionally work extended, evening and/or weekend hours and occasionally travel out of town for training/workshops.
Possession of a valid driver’s license and demonstrated safe driving record.
Incumbent performs a variety of standard and recurring duties with priorities determined by supervisors and a flexible, customary routine. Assignments are guided by definite objectives using a variety of methods or procedures, with incumbent referring to supervisor for unusual matters, such as policy interpretations. Decisions are always determined by specific instructions or existing, well established polices and procedures. Errors in work are primarily detected or prevented through supervisory review and standard bookkeeping checks. Undetected errors could result in loss of money to department and/or inconvenience to other departments or the public.
Incumbent maintains frequent contact with co-workers, other City departments, Parks Board, vendors and the public for purposes of exchanging information and rendering service.
Incumbent reports directly to Business Manager and Administrative Assistance upon the Business Managers absence.
PHYSICAL EFFORT AND WORK ENVIRONMENT:
Incumbent performs duties in a standard office environment, involving sitting for long periods, sitting/walking at will, lifting/carrying objects weighing less than 25 pounds, pushing/pulling objects, bending, reaching, crouching/kneeling, keyboarding, close vision, color/depth perception, speaking clearly, hearing sounds/communication and handling/grasping/fingering objects. Incumbent occasionally works extended and/or weekend hours and occasionally travels out of town for training/workshops.