Career Details

PARKS AND RECREATION

ADMINISTRATIVE ASSISTANT
posted : 03/23/2024
Status :
Closed
Close Date :
04/27/2024
Salary :
$30,003 - $45,005
Type :
FULL TIME
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General Job Description

Under general supervision of the Administrative Services Coordinator, performs administrative, technical and clerical support for the Parks and Recreation operations. Provides assistance to management and co-workers. Receives inquiries and assists the public. Receives and reviews, prepares and/or submits a variety of documents such as department records, documentation for maintenance projects, contracts, purchase orders, logs, inventory lists, routine reports, official documents, schedules, civil papers, etc. Is responsible for functioning as the initial contact with customers in both person and by phone. Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate staff person. Performs a variety of customer service duties to ensure a pleasant experience at the facility as a representative of the Horry County Parks and Recreation Department.

Duties for this Position
  • Assists Department Head and other staff by performing a variety of complex and routine administrative duties, which may include but are not limited to composing reports and correspondence, researching and compiling data, maintaining inventory of office supplies and equipment, scheduling meetings, maintaining computer record keeping operations, assisting in budget operations, establishing and maintaining filing systems, etc.
  • Prepares meeting agendas, packets and takes minutes during meetings as required by the Freedom of Information Act for Parks and Recreation staffed Boards and Committees.
  • Coordinates the Parks and Recreation registration software. Acts as the lead staff in communicating with software vendor and will be responsible for editing/creating all classes to ensure uniformity in class/locations. Receives and posts payments for various events/classes into the Parks and Recreation registration software. Serves as the main point of contact and coordination for the Parks and Recreation for registration software. Enters, updates, and oversees software use throughout department. Runs reports, processes closeouts, and enforces policies regarding software.
  • Drafts, edits, copies, files, mails and routes correspondence (i.e.-memos, reports, agreements, amendments, specifications, addenda, certificates, submittals, RFI’s, RFQ’s, consultant payments, bid documents, close-out forms, etc.) to ensure the daily operations of Parks and Recreation. Schedules and prepares materials needed by Department Head or supervisor for conferences, meetings, correspondence, etc.
  • May assist in instructing; training; assigning and reviewing work; maintaining standards; coordinating activities; maintaining records; etc. of other clerical personnel members in department.
  • Coordinates with other agencies or staff members regarding payments, expenditures, reimbursements, etc.
  • Receives, reviews, prepares and/or submits a variety of documents such as employee records, inventory lists, logs, routine reports, applications, travel forms, billing invoices, purchase requisitions, performance appraisals, spreadsheets, budget documents, expenditure reports, schedules, work orders, etc
  • Operates and oversees the maintenance a variety of equipment including but not limited to computer, printer, copier, typewriter, fax machine, telephone, two-way radio, audio-visual equipment, tape recorder, calculator, etc.
  • Interacts and communicates with departmental supervisors and employees, County department heads and employees, subordinates, sales representatives, County officials, government agencies, the general public, etc.
  • Functions as initial contact with customers both in person and by phone. Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate staff. Performs customer service/public service duty as required.
  • May be asked to assist with special events as needed.
  • Performs all other related duties as required.
Position Minimum Requirements
  • Requires associates degree in secretarial science, administrative management or related field supplemented by one year of general office/clerical office experience; or three (3) to five (5) years of any equivalent combination of training, experience, knowledge and abilities.
  • Must be computer literate and have extensive experience with office software packages.
  • Must be able to pass the required pre-employment physical and background check.