Administrative Assistant II
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Administrative Assistant II
Salary
$22.94 - $33.26 Hourly
Location
AZ 85296, AZ
Job Type
Full Time
Job Number
25-0229
Department
PARKS & RECREATION
Division
PR ADMINISTRATION
Opening Date
05/01/2025
Closing Date
5/11/2025 11:59 PM Arizona
Description
Benefits
Questions
We Are Seeking
Gilbert has an exciting opportunity for two Administrative Assistant II - Parks & Recreation who are innovative, driven, and passionate about serving our community. This posting is for 1 30-hour, hybrid, part-time benefited position, and 1 full time, benefited position.
The Administrative Assistant II will possess outstanding interpersonal, communication, and technology skills - will be outgoing, self-directed, team-oriented, and comfortable with technology, and MS Office software. They will be skilled at organizing and prioritizing multiple tasks and changing priorities; able to remain positive and productive when faced with tight deadlines and the pressure of a heavy workload. They will possess the ability to handle confidential information and work with a variety of internal and external customers in a professional manner.
Additional responsibilities will include (but not limited to):
Customer Service and Conflict Resolution
Assist and consult with customers via telephone, in person, and online, addressing questions, concerns, and complaints.
Provide information regarding facility assets, programs, services, rules, policies, and procedures.
Research, respond, and resolve inquiries and complaints, including handling conflicts with professionalism.
Administrative and Clerical Support
Create, update, and maintain files, spreadsheets, reports, databases, and presentations.
Process permits for facility rentals, park rentals, block parties, and film permits.
Generate invoices, process accounts payable, vendor payments, petty cash reconciliations, and mileage reimbursements.
Organize and maintain files in accordance with records retention policies.
Develop and edit documents, including reports, flyers, marketing materials, surveys, and manuals.
Facility and Reservation Management
Schedule and manage facility reservations, including room setups, tear-downs, and tours.
Track and schedule maintenance work, monitor contracts for compliance, and work with vendors.
Assist with facility needs such as deliveries, special projects, and events.
Event and Program Coordination
Assist with developing recreation programs in registration software systems.
Distribute event packets, coach equipment, team information packets, and feedback surveys.
Support department programs and events, including marketing and logistics.
Technology and Software Proficiency
Utilize MS Office Suite for organization and task management.
Work with recreation software systems like ActiveNet to manage program registration and scheduling.
Review and recommend website changes.
Financial and Budget Management
Process and track vendor payments, certificates of insurance, and business licensing.
Manage department petty cash funds, and process financial deposits.
Ensure compliance with municipal codes and policies.
Team and Operational Support
Provide administrative support to department programs and reception desk coverage.
Assist facility personnel with special projects and tours.
Maintain productive working relationships with internal and external customers.
Anticipated Recruiting Timeline:
Posting Closes: May 11th, 2025
Candidate Review: The week of May 12th
Interviews: The week of May 19th
Anticipated Start Date: June 9th
About You
At Team Gilbert, we hire outcome-oriented problem-solvers who love what they do! Here are some position requirements:
Minimum Qualifications:
High School Diploma or G.E.D., Associates Degree preferred
Four (4) years of experience with comparable previous positions
Proficient with MS Office
Possess outstanding interpersonal, communication, and technology skills
Valid Arizona Driver License
The ideal candidate for this position will be passionate about Parks & Recreation experience and help serve the community. We're looking for a service-oriented team member that serves internal and external customers and maintains productive working relationships. We are looking for someone who possesses a record of good punctuality and attendance as well as has strong communication skills to provide exceptional customer service.
This position is an At-Will position and is FLSA Non-Exempt -eligible for overtime compensation.
Why Team Gilbert?
Gilbert's Mission: Anticipate. Create. Help People
Our Values: DRIVEN, KIND, BOLD, HUMBLE
Awards: (https://www.gilbertaz.gov/about-us/team-gilbert/awards-accolades) We are proud of these achievements and continue to work hard to make Gilbert the best place to live, work and play.
We Are Here to Help!
Gilbert is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. If any reasonable accommodation is needed while participating in the application and interviewing process, please contact our People Team (Human Resources) at 480-503-6823. Requests should be made as early as possible to allow time to arrange the accommodation.
Gilbert provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any @type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Town of Gilbert offers a comprehensive benefits package for qualifying positions that includes self-funded medical and dental plans, life insurance, disability, pension, tuition reimbursement, parental leave, babies at work, and more! Click Here (https://www.gilbertaz.gov/home/showdocument?id=42978&t=637793142009536761) to see a list of our benefit offerings at-a-glance.
01
In the questions that follow, you will be asked for information about your work history, to include things such as dates of employment, names of employers and specific details of the work you did. In answer to questions asking you to describe your work experience, if you do not have that @type of experience, enter "N/A". Answers provided in this supplemental questionnaire must be substantiated and verifiable in the employment history section of your application. Be aware that submitting a resume in lieu of completing the employment history section of the application and failing to provide all of the information requested in these supplemental questions will disqualify you from further consideration, so be thorough in answering the questions. Please indicate whether or not you accept these terms by checking the appropriate response below.
Yes
No
02
Which position are you interested in?
30 Hour Part Time-Benefitted (Hybrid)
40 Hour Full Time Benefitted
Either position would be acceptable
03
Do you have a high school diploma or GED?
Yes
No
04
How many years of experience do you have providing administrative and clerical support to multiple functions within a workplace?
No experience in this area
Less than one year
1 - 2 years
2 - 3 years
3+ years
05
If applicable, describe a time when you supported multiple functions within your role. Include specific examples of tasks and outcomes, highlighting how your contributions positively impacted the organization or team. (Enter N/A if you do not have relevant experience.)
06
How many years of experience do you have providing customer service in a professional setting?
No experience in this area
Less than one year
1 - 2 years
2 - 3 years
3+ years
07
Briefly describe a time when you successfully resolved a conflict with a customer or coworker. What steps did you take to address the issue?
08
How many years have you prepared written business communications for an organization, to include proofreading for grammar, punctuation, spelling and organization?
No experience in this area
Less than one year
1 -2 years
2 -3 years
3+ years
09
If you answered yes to the previous question, please describe what @types of documents you created and include specific examples. If not, enter N/A.
10
How many years of experience do you have handling financial tasks such as deposits, petty cash reconciliations, or budget tracking?
No experience in this area
Less than one year
1 -2 years
2 -3 years
3+ years
11
How many years of experience do you have working in a municipal office setting?
No experience
Less than 1 year
1 - 2 years
2 - 3 years
3 + years
12
If applicable, describe the @types of agencies, departments, or divisions you worked with simultaneously. (Enter N/A if you do not have relevant experience.)
13
Please describe your level of proficiency with the MS Office Suite.
No experience in this area
Beginner
Intermediate
Advanced
14
If you indicated you do have proficiency with the MS Office suite, please describe how you use MS Office to be organized in your daily tasks. If not, enter N/A.
15
Please describe your level of proficiency with the recreation software ActiveNet.
No experience in this area
Beginner
Intermediate
Advanced
16
If you indicated you do have proficiency with ActiveNet, please describe how you use ActiveNet on a daily and weekly basis. If not, enter N/A.
17
How many years of experience do you have using scheduling software to create park and facility reservations?
No experience
Less than 1 year
1 - 2 years
2 - 3 years
3 + years
18
If applicable, please detail the scheduling functions you performed and the software you used. (Enter N/A if you do not have relevant experience.)
19
The following question is strictly confidential and will not be made part of your application for employment. Preference Status per Arizona Revised Statute 38-492 (select all that apply):
Veteran
Disabled Veteran
Veteran's Spouse / Surviving Spouse
Disabled Person
Required Question
Employer
Town of Gilbert
Address
50 E. Civic Center Drive Gilbert, Arizona, 85296
Phone
(480) 503-6823
Website
https://gilbertaz.gov/jobs
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