Administrative Assistant III, Parks & Rec - 3394

Career Purpose

Performs a variety of routine and complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the departmental staff, and assisting in the administration of the standard operating policies and procedures of the department.

Starting Salary DOQ $15.53- $16.31

ESSENTIAL FUNCTIONS OF POSITION:

  • Performs routine clerical and administrative work in answering incoming calls and routing callers to other divisions or offices as needed and providing caller’s information as required.
  • Receiving the public and answering questions, providing customer assistance and responding to inquiries from citizens, and other departmental and/or interdepartmental employees or referring, when necessary to the appropriate office or person(s). Often serves as the point of contact and/or coordinator to the public for application of certain types of permits as regulated and required by the City Code or policies.
  • Operates a variety of office machines including personal computers, printers, scanners, fax machines, and copy machines.  Receives and distributes on a daily basis the Departmental incoming mail and processes outgoing mail.
  • Prepares and monitors various types of work orders, requisitions and invoices requiring consistent review of office budget accounts to arrange payments in a timely manner.  Provides data processing for the department budget and expenditure records.
  • Composes, types, and edits a variety of correspondence, affixing signatures and seals as directed by the department director or in accordance with standard office policy, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness. Inputs data to standard office and departmental forms; makes simple postings to accounts, compiles data for various reports upon request.  Prepares official records for notices, minutes and agenda items and resolutions as required for various council agenda items, and other appointed boards and commissions.
  • Acts as custodian of departmental documents and records. Establishes and maintains filing systems, controls records and indexes using moderate independent judgment.  Maintains inventories and orders office supplies and materials, maintains copies of departmental personnel records.
  • Schedules appointments, and performs other administrative and clerical duties to include assisting planning of conferences, training sessions, assisting in city sponsored special events, coordinating travel plans for various departmental staff members and when required operates a vehicle to run errands relating to official duties.
  • Analyze office equipment needs, prepare justifications for purchase, generate supply/service requisitions and supervise maintenance of inventory records. Purchase and maintain adequate inventory levels for various office supplies and materials.
  • Answer office correspondence or draft replies to complex correspondence
  • Make travel arrangements including reservations and ticket purchases
  • Maintain financial records, to include but is not limited to tracking expenses, requisition supplies/services and track purchase orders, notifying  supervisor of discrepancies and providing solution-based feedback..
  • Monitor work in progress, supply and service agreements/contracts and determine level of performance compared to established standards and timelines.
  • Safeguards the confidentiality, privacy, and/or integrity of sensitive operational matters that may be communicated to or through the Parks and Recreation Office both verbally and in writing.
  • Interact with multiple levels of municipal government, to include elected officials, in a professional manner.

POSITION STANDARDS:

  • Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting and bookkeeping, and two years of increasingly responsible related experience; or any equivalent combination of related education and experience.
  • Skill in the operation of the following tools and equipment: telephone; computer terminal; personal computer including word processing, spreadsheet and database software; scanner; fax machine; copy machine; postage machine; calculator; cell phone.
  • Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices.
  • Ability to perform duties accurately; ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing
  • Knowledge of City and department policies and procedures sufficient to be able to determine routine actions necessary.
  • Knowledge of grammar, spelling, punctuation and sentence structure sufficient to be able to compose and/or edit official business correspondence or reports.
  • Knowledge of budget documents sufficient to be able to monitor expenditures.
  • Knowledge of mathematics sufficient to be able to perform a variety of calculations
  • Knowledge of bookkeeping practices and methods
  • Ability to represent self in a professional manner and maintain office decorum.
  • Ability to effectively communicate with other professionals both verbally and in writing. Ability to use good interpersonal skills to establish and maintain effective working relations with other employees, organizations and the public while maintaining flexibility and professionalism.
  • Skill in Microsoft Office Professional to include but not limited to word processing, desktop publishing, project management, spreadsheets, and database management
  • Skill in facilitating highly confidential matters related to the department or City policy
  • Skill in exercising an exceptional degree of initiative, judgment and decision-making abilities in achieving organizational objectives under limited supervision.
  • Skill in maintaining and organizing files that allows information to be retrieved quickly.
  • Skill in operating a telephone system and screening calls.
  • Skill in independently adapting, interpreting and applying written guidelines.
  • Skilled in dealing with people tactfully, with discretion and good judgment

ADDITIONAL INFORMATION:

Notice:

The duties listed in this description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.  

Equal Opportunity Employer

The City of Lawton affords equal employment opportunity to all individuals regardless of race, color, national origin, sex, religion, age, disability status or genetic information. Persons selected for employment into any position must pass a drug test. Some positions may require passing an alcohol test. Previous employment and any additional experience will be subject to verification prior to employment processing. A driver’s license and driving record check will be conducted if driving is a job requirement. A post offer employment medical examination may be conducted prior to job placement.

Vacancy #
3394
Closing Date
Career Type
Full-time
Salary
15.53 - 16.31 Hourly
Hiring Organization
Parks and Recreation

How To Apply ?

Application Instructions

Note: You need to have Adobe Reader installed on your device to complete the application. Download and complete the attached application in Adobe Reader. Instructions to submit application is mentioned in the application form.