DEFINITION
Perform a wide range of administrative and office support activities for the Recreation, Arts and Community Services Department, its Director and/or managers and supervisors to facilitate the efficient operation of the organization. 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 meetings, procure supplies, assist with data entry, and provide support related to the review, production, and distribution of staff reports.
The Recreation, Arts, and Community Services Department currently has two open positions: one providing support to the department and another focused on facilities management.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from assigned management personnel. May exercise technical supervision over other clerical positions.
ESSENTIAL JOB DUTIES FOR BOTH POSITONS:
Essential duties may include, but are not limited to the following:
- Perform general clerical duties related to assigned functional area, including formatting, copying, collating, compiling, binding, and distributing simple and complex reports
- Type, format and edit letters, memoranda, staff reports, public notifications and other documents.
- Compile and maintain complex, extensive paper, and electronic records and files; act as a resource for other employees on the material in files and records maintained or processed
- 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 office supply inventories and ensure office equipment in working order
- Determine and manage priorities for multiple tasks to meet assigned deadlines
- Open, sort and distribute incoming correspondence or mail
- Schedule and coordinate meetings as required
- Work cooperatively with other departments, outside agencies, and the public
- Assist in the compilation and mailing of public notifications
- Maintain professional appearance of departmental common areas and lock department area in the evening as directed
- 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
ADDITIONAL ESSENTIAL JOB DUTIES FOR FACILITIES POSITION:
- In charge of renting all indoor facilities in the Town of Danville.
- In charge of renting out bocce, picnic, and tennis courts in the Town of Danville.
- Scheduling tours with potential renters.
- Supervise and schedule part time facilities staff.
- Collect floor plans for rentals and making sure staff have them for their shifts.
- Answer calls and questions that come in on the facilities line.
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:
- Obtain a TB test prior to first day of work, or provide a result from within the last four years
- 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
Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Four years (4) of experience performing duties comparable to those of an Office Assistant, including one year of standard bookkeeping duties. Experience within a Recreation department is highly desirable, as well as experience with facilities rentals.
OR
Two years (2) of experience performing standard clerical duties, including usage of Microsoft Office Suite.
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.
