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832-595-3300

Administrative Technician – Parks/Civic Center

POSITION SUMMARY:

Provides skilled secretarial and general administrative support to the Civic Center and Parks and Recreation Department.

 

ESSENTIAL FUNCTIONS:

  • Books rentals of the Civic Center, park pavilions and athletic fields.
    • Accompanies potential clients through facility
    • Provides information to the public regarding pricing and use of the facilities
    • Follows up on client payments and information in a timely manner
    • Receives cash and checks and receipts accounts for all funds received in an accurate manner in compliance with City procedures; delivers deposits to the Finance department
  • Coordinates room setups with maintenance and event staff.
    • Assists with setup for meetings and classes
  • Provides internal and external customer service
    • Answers and prioritizes calls and requests
    • Greets customers and provides information and services
    • Responds to inquiries and requests for information and assists with forms
  • Provides information regarding services, policies and procedures
    • Assists internal and external customers
    • Researches and responds to questions and inquiries or complaints
    • Refers to appropriate resource in assigned area of responsibility
    • Process and distribute mail
  • Provides administrative support duties including scheduling and coordinating meetings; managing calendars; researching information and providing supporting documents for meetings or service requests
    • Prepares, drafts, and reviews correspondence, and general documentation
    • Prepares and distributes meeting agendas and minutes
    • Complies meeting information and verifies required meeting documentation and completeness of file records
    • Process mail and distribute communication through multiple media
    • Scanning and filing documents
  • Gathers information; prepares and maintains reports, and related departmental documentation; prepares distribution instructions; and reviews and verifies information.
    • Creates monthly daily operations report
    • Prints park rentals report for staff on call
    • Prepares, organizes, enters, retrieves and maintains data, files, logs, and related documentation; processes and verifies documentation
  • Monitors and maintains required supplies; initiates, coordinates and processes purchase authorization or work requests; processes invoices for payment; receives and routes or distributes supplies
  • May be required to do some in-city travel.
  • Performs other duties of a similar nature and level as assigned.

KNOWLEDGE OF:

  • Customer service principles
  • Basic filing and records management principles and practices.
  • Modern office practices and procedures, including the ability to accurately organize and maintain files and other data
  • Modern office equipment and specialized equipment relevant to area of assignment with a variety of software, including word processing, graphics, and desktop publishing
  • Basic mathematical, accounting, and budgeting concepts
  • Supplies inventory maintenance practices

 

SKILL IN:

  • Business English, spelling and grammar and composition of routine business correspondence
  • Reviewing and researching account or database information; performing data audits, identifying errors, making corrections and recommendations and preparing basic reports, correspondence and documentation
  • Filing, organizing and maintaining records and files
  • Proofreading documents for accuracy and providing attention to detail
  • Self-discipline, dependable, and ability to work independently, manage multiple projects, and prioritizing multiple tasks and demands to accomplish outcomes
  • Establishing and maintaining effective relationships with co-workers, employees, community partners and resources, and the general public
  • Providing customer service with the ability to communicate clearly and concisely
  • Maintaining the highest standards of ethical behavior, exercising honesty and integrity, respect, confidentiality, and fairness in the execution of responsibilities
  • Utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, and others to sufficiently exchange or convey information and to receive work direction.
  • Operating a personal computer, utilizing a variety of standard and specialized software applications, web browsers, and/or types of records management systems.

WORKING ENVIRONMENT:

  • Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
  • Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
  • Stooping, crouching, reaching, standing, walking, lifting, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions.
  • Incumbents may be subjected to travel, occasional evening meetings, and occasional special event assistance on weekends and/or holidays.

REQUIRED QUALIFICATIONS:

  • High School diploma or its equivalent (GED)
  • Two (2) or more years of previous paid, full-time general office and administrative support experience including record keeping, information dissemination, and extensive interaction with the general public
  • Training and experience using a personal computer with a variety of software including Microsoft Office

 

  • LICENSES, CERTIFICATES, AND OTHER REQUIREMENTS:
  • Appointment will be conditional upon successful completion of the following pre-employment checks:
    • Criminal background check and controlled substance screening

DESIRED QUALIFICATIONS:

  • Training in standard office practices and procedures and basic accounting
  • Experience with handling money
  • Keyboarding skills of 40 wpm
  • Calculator skills of 150 strokes per minute

 

Please complete the General application to apply for this position.