Administrative Assistant

Town of West Springfield • West Springfield, MA • 14h ago

Administrative Assistant The Administrative Assistant provides a range
of clerical and administrative support services including the
coordination, implementation and marketing of programs and program
schedules. This position also acts as a clearinghouse to the public for
information pertaining to Department policies, procedures, rules and
regulations regarding numerous youth and adult activities. Employee is
required to perform all similar or related duties. Examples of Duties
Provides administrative support for professional, seasonal staff;
provides public information and conducts public transactions Develops
and creates marketing materials for all of West Springfield Park and
Recreation programs and special events. This includes creating flyers,
registration forms, and posting said materials to the Park and
Recreation webpage as well as other social media platforms. Schedules
and processes permits for all pavilions, gazebos, Town Common,
activities in Mittineague Park, athletic fields, forwards information to
necessary parties for maintenance scheduling Screens callers or visitors
to determine the nature of the inquiry and refers to appropriate party
or office; answers inquiries as appropriate Employee processes Criminal
Offender Record Information (?CORI?) background checks and provides the
Director with information regarding adverse results. Prepares
correspondence, documents, records and other written material in final
or draft form Accepts applications for program fee waivers; provides
assistance to applicant in the completion of forms; verifies accuracy of
information, copies required documents and notifies applicant of
Director?s decision of acceptance or denial Processes registrations of
program participants during each registration period utilizing
specialized computer software program Collects fees for registrations,
permits, or services rendered; performs cashier duties accurately and
reconciles receipts Maintains alphabetic, numeric and/or chronological
files of records, documents and materials by preparing, coding and
filing new material, searching for requested material and periodically
purging obsolete material Assists in the processing of department mail
Prepares and generates reports, rosters, mailing labels and daily
registration receipts Organizes class and team rosters for instructors
and athletic programs Assists public with activity enrollment Monitors
program space availability; establishes and maintains wait lists for
programs as needed; contacts participants of participant status and
insures payment is received Inputs and maintains reservation records;
processes permits for individuals Maintains an orderly appearance of the
register area. Maintains inventory and orders office supplies. Employee
maybe asked to assist with monitoring volunteers/seasonal staff or to
provide support during programs or special event operations Recommended
Minimum Qualifications: Education and Experience: An Associate\'s degree
or equivalent with three (3) to five (5) years of related experience; or
any or equivalent combination of education, training, experience in
office software applications, creating marketing materials and social
media content which provides the required knowledge, skills and
abilities to perform the essential functions of the job. Knowledge:
Extensive knowledge of numerous recreational programs and activities;
Abilities: Ability to interact effectively and appropriately with the
public and other personnel, perform multiple tasks and maintain
confidential information. Skills: Proficient computer skills,
mathematical skills, recordkeeping and clerical skills, written and oral
communion skills; proficient keyboarding skills; database management,
spreadsheet applications, use of the Internet and publisher software in
support of department operations.

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