Administrative Assistant II - Recreation, Parks, & Cultural Services

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Administrative Assistant II - Recreation, Parks, & Cultural Services

Salary

$50,515.00 Annually

Location

Recreation, Park & Cultural Services, GA

Job Type

Full time

Job Number

2026-00050

Department

Recreation, Parks & Cultural Services

Opening Date

07/02/2026

Closing Date

Continuous

Description

Benefits

Job Summary & General Information

Under general direction of the assigned Director, independently performs a variety of complex administrative and technical duties to support goals of the Department, the Director, and the Management Team. Provides excellent customer service as liaison with other City staff and the general public. Participates in the development and administration of department policies and procedures. Prepares various administrative reports and coordinates special projects as assigned.

Essential Job Functions and Responsibilities

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and may not necessarily convey the qualifications of incumbents within the position.

Performs a wide variety of complex and responsible duties to assigned department. Provides administrative/clerical support including follow-up on division assignments and activities, transmitting information, maintaining calendars, travel and meeting arrangements, keeping informed of pertinent issues and activities.

Provides assistance to internal and external customers in researching and answering complaints and in resolving operational and administrative problems within assigned areas of responsibility. Screens assigned calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information; research information related to City regulations and office policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances; sorts and distributes mail.

Monitors and maintains inventory of department small equipment, furnishings and office supplies. Arranges for repair of equipment and keeps reference/resource information up to date.

Types, word processes, and proofreads a wide variety of reports, letters, memoranda, correspondence, and statistical charts, @types from rough draft or verbal instruction; independently composes correspondence and reports related to assigned area of responsibility.

Maintains accurate and up-to-date files and records for assigned areas; develops and monitors various logs, and files for current and accurate information; develops, organizes, and maintains filing systems.

Operates a variety of office equipment including but not limited to computer, copiers, fax machine, scanner, calculator and digital camera.

Performs other related duties as assigned by immediate supervisor.

When Assigned to City Administration's Office:

Reports to: City Clerk

Assists the City Clerk with preparing responses and redactions to open records requests in accordance with the legal guidelines set forth in the Georgia Open Records Act and other applicable laws.

Assists the City Clerk with city-wide records management practices, including scanning documents, reviewing retention schedules, organizing, sorting, and collating original documents, communicating with vendors for records management and destruction services, witnessing document destruction and preparing destruction logs, assisting with digitizing documents and electronic storage of documents, and other tasks related to records management.

Provides notary services and attestations as needed.

Processes mail delivered to and departing from City Hall, including: receiving, sorting, and distributing incoming and outgoing correspondence, and organizing and cleaning the mail room, as needed. Coordinates with the contracted postage provider, monitors and adds postage to the city postage account, ensures postage equipment is always functioning and requests service when needed, provides training to staff on how to operate the postage machine, and updates staff when postage rates or postage procedures change.

When Assigned to Community Development:

Reports to: Support Services Manager

Processes documentation pertaining to purchasing and accounts payable; obtains price quotes for potential purchases; prepares purchase orders and enters purchasing data into computer; reviews invoices, purchase orders, or other documents for accuracy; research discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment.

Collects, records and balances fees related to Planning and Zoning; prepares deposit statements and deposits fees with the Finance Department.

Assists in the administration of the Procurement Card program; monitors each statement to verify discrepancies are corrected; monitors compliance with bank policies and procedures for usage of cards.

When Assigned to Human Resources & Finance Benefits Division:

Reports to: Director of Human Resources

Processes salary changes and initiates changes in status of payroll; performs data input of personnel transactions in the automated HRIS database; works closely with payroll personnel regarding the implementation of various payroll adjustments. Develops and/or updates new salary grade step tables; implements pay changes for employees including promotions, reclassifications, upgrades and special pay increases; verifies each transaction during data entry.

Identifies and develops queries and runs reports as requested; troubleshoots problems applications; provides ongoing HRIS training and support to end-users.

Prepares new hire orientation packets, participates in orientation activities, and ensures new hire paperwork is timely and accurately completed.

Act as backup to the HR Generalist when necessary.

Seasonal/Temporary Employees Payroll: Processes payroll changes; performs data input of personnel transactions in the automated HRIS database; works closely with Finance Payroll division regarding the implementation of adjustments; implements pay changes for employees including promotions, transfers, upgrades, special pay increases, etc.; verifies each transaction for accuracy of data entry.

Maintains employee ID card system; processes ID cards for new employees and reissues renewal, lost or stolen cards.

Maintain personnel records and manages HR Records' Retention Program.

Coordinates responses to open records requests in accordance with the Freedom of Information Act (FOIA) federal and state laws and Verification of Employment (VOE).

Prepares Department of Labor (DOL) separation notice for terminations, processes billing and participates in unemployment procedures.

Coordinates the City's Service Award program; distribute monthly list, prepares certificates, communicates and distribute materials to department's representatives; manages program supplies. Plan, coordinate, schedule and execute citywide employee events.

Assist with New Hire Orientation and Process

When Assigned to Public Safety - Administration:

Reports to: Director of Public Safety

Prepares daily deposit of monies collected in the Records department for pouring permits, fingerprinting, background checks, incident reports and accident reports; submits daily summaries to Finance Department as needed.

Processes' pouring permits for city restaurant employees; maintains all restaurant files including background checks and Equifax credit information processed on all restaurant owners/managers.

Takes, transcribes and distributes minutes from bi-monthly staff meetings.

Updates and distributes quarterly telephone lists and personnel roster.

When Assigned to Public Safety - Training:

Reports to: Police Training Sergeant

Performs a wide variety of technical and clerical law enforcement support duties related to collecting, recording, transcribing, maintaining, processing, editing, and retrieving information concerning training records.

Creates, develops, maintains, and updates specialized and custom forms, databases, logs, files, records, and reports to support work processes in areas of responsibility pertaining to the Training Center Armory.

Acts as the Registrar for the Crabapple Training Center, which includes scheduling classes, registering students, maintaining class rosters, coordinating with outside agencies for training scheduling purposes, all P.O.S.T entry, training record management, and maintains outside agency certifications.

Enters and maintains Police Training certifications for Georgia Peace Officer Standards and Training Council (P.O.S.T.).

Reviews and submits Basic and Equivalency of Training applications for all new hires, and various Advanced certifications to Georgia Peace Officer Standards and Training Council (P.O.S.T.).

Establishes and maintains databases of information to track pending projects, department contracts, budget expenditures, travel, and training.

Performs routine reconciliation operations involving a variety of documents and accounts which require cross referencing between accounts; identifies causes of disagreement and checks for the accuracy of entries, and the presence of source documents within Tyler Munis Software.

Receives, reviews, and processes a variety of clerical accounting documents including invoices, billing, travel/training requests, reconciles and processes credit card purchases for the Training Division.

Assists Police Training Coordinator in budget preparation; oversees and records specific budgetary expenses by line item; provides analysis of budgetary information and generates various applicable reports.

Develops, revises, maintains master documents, templates, forms and maintains a variety of data in databases and spreadsheets; may prepare technical worksheets, tables, and computations.

Reviews and maintains the Training staff scheduling of courses, In-Service dates and ensures appropriate equipment and resources are available for instructors and attendees.

Manages and maintains the Training Center calendars and corresponds with all departmental instructors to confirm scheduling.

Receives and coordinates responses to all training related Open Record Act requests.

Maintains the Training division's records management system including armory training and equipment maintenance records to ensure regulatory compliance.

Ensures all training records are accurate, complete, and maintained in compliance with applicable standards and practices.

Enters, maintains, and retrieves data, reports, and information using a variety of automated law enforcement records systems. Provides statistical data for internal uses such as crime analysis and performance measurement for CALEA state accreditation compliance.

Evaluates and procures uniforms and equipment by coordinating the evaluation and procurement with vendors and Police personnel instructors for the Public Safety Training Center Armory.

Ensures compliance with state requirements for records retention to include their destruction and transformation to micro imaging.

Coordinates efforts with other county departments and agencies as needed.

Performs related duties as required or assigned.

When Assigned to Recreation, Parks and Cultural Services:

Reports to: Assigned Supervisory staff.

Processes work orders; completes bid proposals; and contacts vendors for emergency or scheduled maintenance.

Participates in developing and monitoring the assigned budget; compiles annual budget requests; monitors approved budget accounts.

Performs accounting duties; process requisitions and all expense vouchers for assigned areas including travel expenses, mileage, and procurement card usage. Coordinates calendar activities, meetings, events and make travel arrangements (authorization, registration, lodging, etc.) for assigned staff

Maintains and directs the maintenance of staff vehicles through Fleet management program.

Process new hires and separations paperwork; assists with recruitment tasks, prepares payroll action forms.

Assists in the coordination, preparation, posting, and distribution of the Recreation

Commission agenda and agenda packets; reviews staff reports for accuracy; schedules

and attends monthly evening meetings; acts as recordkeeper of the commission's

process and decisions, including taking and posting minutes in accordance with Georgia

State Code.

Assists in the coordination, preparation, posting, and distribution of the Cultural

Arts Commission agenda and agenda packets; reviews staff reports for accuracy;

schedules and attends monthly evening meetings; acts as recordkeeper of the

commission's process and decisions, including taking and posting minutes in accordance

with Georgia State Code.

Reviews timesheets for accuracy; researches and resolves discrepancies while keeping records of findings; maintains records of staff paid time off.

Knowledge, Skills & Abilities required

Knowledge of:

Modern office procedures, methods, and equipment including proficiency with personal computers and Microsoft Office.

Principles and practices of fiscal, statistical and administrative research and report preparation.

Pertinent federal, state, and local laws, codes, and regulations.

Principles and procedures of recordkeeping.

Principles of business letter writing and basic report preparation.

Methods and techniques of public relations.

Mathematical principles.

Basic principles and practices of budget preparation and administration.

English usage, spelling, grammar, and punctuation.

Training Administrative Assistant Knowledge:

Law enforcement records management principles, procedures, techniques, and equipment; familiarity with basic court procedures.

Georgia P.O.S.T. Council Gateway

Basic police terminology

Public and agency desk procedures and methods of providing services and information including those related to collecting, maintaining, and releasing information, files, and documents.

Department rules, policies, and procedures.

Customer service principles and practices.

Methods and techniques of proper phone etiquette.

Automated law enforcement information systems and procedures.

Principles of law enforcement information systems including a computer and applicable software.

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Ability to:

Perform a full range of advanced clerical and routine administrative work of a general or specialized nature involving the use of independent judgment and personal initiative.

Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.

Understand, interpret, and apply general and specific administrative and departmental policies and procedures.

Effectively represent the City to outside individuals and agencies.

Research, compile, analyze, and interpret data.

Participate in the preparation of a variety of administrative and financial reports.

Prepare correspondence, memoranda and presentations.

Implement and maintain standard filing systems.

Type at a speed necessary for successful job performance and as deemed appropriate by the department.

Operate and use modern office equipment including a computer and various software packages.

Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

Exercise good judgment in maintaining critical and sensitive information, records, and reports.

Demonstrate an awareness and appreciation of the cultural diversity of the community.

Work independently as well as in a team environment.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Demonstrate awareness and appreciation of the diversity of the workforce and community, in all its forms.

Minimum Qualifications

Combination of education and experience sufficient to successfully perform the essential functions of the job qualifies.

Required:

High school diploma or GED equivalency; additional specialized course work in secretarial science, office practices, or a related field is desirable.

Four years of progressively responsible administrative and clerical experience preferably in an area related to the department's function.

Possession of a valid Georgia Class C driver's license

Physical Demands

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting and operate office equipment. Continuous sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils. Frequent side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. from below waist to above shoulders and transporting distances up to 50 yards. Occasional squatting, kneeling, and reaching above and at shoulder height; moderate grasping to manipulate reference books and manuals; lifting objects weighing 20-35 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.

Hearing: Hear in the normal audio range with or without correction.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supplemental Information

The City of Alpharetta is an Equal Employment Opportunity (EEO) employer. All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability or any other protected classification as defined by applicable law (except as limited by Employee Manual & Benefits Handbook or bona fide occupational qualifications).

In compliance with the Drug-Free Workplace Act of 1988, the City of Alpharetta is committed to providing a safe, quality-oriented and productive work environment consistent with the standards of the community in which it serves. Alcohol and drug abuse poses a threat to the health and safety of City's employees and to the security of the City's equipment and facilities. For these reasons, the City is committed to the elimination of drug and alcohol use and abuse in the workplace.

Title I of the Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from employment discrimination. Under the ADA, a person has a disability if they have a physical or mental impairment that substantially limits a major life activity. The physical demands described within the job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the ADA, the City of Alpharetta will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Medical, Dental and Vision

Medical: 2 High Deductible Health Plan (HDHP) options (HRA and HSA) with lower monthly costs. Dental: no deductibles. Coverage includes preventive, basic, major restorative, and child orthodontia. Vision: eye care and eyewear (contacts, lenses and frames). Laser correction procedures. FSA: Medical and dependent care.

Retirement Health

Medical Coverage: retirees (age 55+ and 10+ yrs. of service) may continue individual coverage up until Medicare eligibility at age 65. Medical Reimbursement: retirees (age 55+ and 15+ yrs. of service) receive a monthly reimbursement benefit as periodically determined by the Pension Board of Trustees.

Retirement

Defined Contributions 401(a): City contributes 10% of employee's annual base pay. Vested benefit accrued at 20% a year, with full vesting after 5 years of service. Deferred Compensation (457) and Matching Contributions: employees may elect to participate at any time. After 1 year of continuous employment, City matches employee's contributions, up to 5%.

Paid Holidays

10 City Holidays and 1 Personal Holiday upon hire and every Jan. 1st.

Paid Parental Leave

2 weeks paid parental leave for birthmother, spouse and adoptive parents (after 1 year of employment).

Georgia College Savings (529)

Employees can opt to participate in this state-sponsored, tax-advantaged college savings plan.

Tuition Reimbursement

After 1 year of employment, employees may receive tuition reimbursement up to a rate equivalent to 15 credit hours at Georgia State University annually. Reimbursement is based on prior approval, course grades, and annual program funding.

Employee Assistance Program (EAP)

24/7 assistance. 6 confidential counseling sessions per issue for employee and/or family member.

Group Term Life Insurance and AD&D

Employee: 3.5 x annual base pay up to annual maximum. Spouse: $5,000. Child: $2,500. Premiums paid 100% by the City.

Disability Insurance

Short-Term Disability: 66.67% of base pay after 14 days of disability. Long-Term Disability: 60% of base pay after 26 weeks of disability. Premiums paid 100% by the City.

Paid Time Off (PTO)

PTO is provided for rest, recreation, illness and family needs. Hours are accrued bi-weekly.

0.0 - 1.0 yrs of service - 12 days annually

1.1 - 5.0 yrs of service - 18 days annually

5.1 - 10.0 yrs of service - 24 days annually

10.1 + yrs of service - 27 days annually

Please see complete Benefits Summar (http://www.alpharetta.ga.us/docs/default-source/human-resources/benefits/employee-benefits-summary-summary.pdf?sfvrsn=20f3c4ab_6) y for details.

Additional Amazing Benefits

Employer of Choice. Great work atmosphere.

100% discount on City Recreation & Arts Programs (https://www.alpharetta.ga.us/government/publications/recreation-parks-activity-guides)

FREE Wellness Program and Annual Flu Shots

Direct Deposit

Employee Recognition and Service Awards

Bereavement Leave

PTO Sell Back Days

For more information click here (https://www.alpharetta.ga.us/docs/default-source/human-resources/benefits/employee-benefits-summary-summary.pdf?sfvrsn=20f3c4ab_6) for City's Complete Employee Benefits Summary.

Benefits are subject to change at any time and based upon funding and approval by City Council. Eligibility, coverage, exclusions and limitations may apply. For specific information please refer to the City's Employee Health Benefits Summary (https://www.alpharetta.ga.us/government/departments/human-resources/resources) , Employee Handbook (https://www.alpharetta.ga.us/government/departments/human-resources/resources.) , or contact Finance Department - Benefits Division.

Employer

City of Alpharetta, GA

Department

Recreation, Parks & Cultural Services

Address

2 Park Plaza Alpharetta, Georgia, 30009

Website

https://www.alpharetta.ga.us/government/departments/recreation-parks

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Administrative Assistant II - Recreation, Parks, & Cultural Services