Location
Description
DEFINITION
Perform a wide range of administrative and office support activities for the facilities program area within the Recreation, Arts, and Community Services Department. The incumbent should be organized, detail-oriented, accurate, and adept with various computer software. Perform routine correspondence, field public inquiries, maintain departmental files consistent with the Town’s records retention policy, schedule appointments and tours, and assist with data entry.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from assigned management personnel. May exercise technical supervision over other part-time/temporary positions.
ESSENTIAL JOB DUTIES
Essential duties may include, but are not limited to the following:
- Perform general clerical duties related to the facilities program area
- Assist with simple analysis as needed such as entering data and creating charts in Excel spreadsheets or entering data in the enterprise-wide financial software
- Order and maintain facility supply inventories and ensure office equipment in working order
- Determine and manage priorities for multiple tasks to meet assigned deadlines
- Manage multiple facilities schedules and schedule the staff for programs and events
- Input facility applications and collect payment for outstanding balances
- Open, sort, and distribute incoming correspondence or mail
- Schedule and coordinate facility tours as required
- Work cooperatively with other departments, outside agencies, and the public
- Understand the organization and operations of assigned department and Town as necessary to carry out responsibilities
- Understand and apply operating rules and procedures of department and Town
- Performs duties within OSHA standards
- Other duties as assigned
QUALIFICATIONS
Knowledge of:
- Intermediate knowledge of Adobe Acrobat and MS Office including Outlook, Word, Excel, PowerPoint, and Access
- Bookkeeping principles and procedures; business mathematics
- Strong command of English language; spelling, grammar, and punctuation
- Type accurately at 45 words per minute
Ability to:
- Communicate clearly and effectively in both oral and written form
- Understand and follow a variety of oral and written instructions with minimal supervision
- Apply operating rules and procedures of assigned department
- Establish and maintain effective work relationships with colleagues
- Maintain financial records and general filing systems
- Understand and perform routine accounting procedures
- Be proficient with and able to assimilate upgrades to a variety of computer software programs; operate standard office equipment and machines.
- Manage multiple tasks, meet deadlines, and work under time constraints
- Consistently perform accurate, detailed work
EXPERIENCE AND EDUCATION
Experience:
Two years (2) of experience performing facility-related duties preferred.
Education:
The equivalent of the successful completion of twelfth grade; college degree preferred.
FLSA DISCLAIMER
This classification has been designated as Non-Exempt under the Fair Labor Standards Act (FLSA). Employees in this classification are entitled to overtime compensation for hours
worked in excess of (37.5) hours per week or in accordance with applicable state and local wage and hour laws.
AT-WILL EMPLOYMENT DISCLAIMER
Employment with the Town of Danville is at-will and may be terminated at any time by the employee or the Town, with or without cause and with or without notice, subject to applicable provisions of the Town’s personnel policies, and applicable law. This job description is not intended to be an employment agreement or contract.
AMERICANS WITH DISABILITIES ACT (ADA) ACCOMMODATION
Qualified individuals with disabilities who need a reasonable accommodation during the application, testing, or selection process, or to perform the essential functions of the job, should contact the Town of Danville Human Resources Division. The Town is committed to providing reasonable accommodations in accordance with the Americans with Disabilities Act (ADA) and applicable state laws.