Job description

Town of Hartford, Vermont
Administrative Assistant – Parks & Recreation

Job Description

FLSA Designation: Non-Exempt, Full-Time Pay Classification: Grade 13
Department: Parks & Recreation

Nature and Scope of Position
The Administrative Assistant serves as a team member for the Nationally Accredited Agency of the Hartford Parks & Recreation Department. The Administrative Assistant performs a variety of duties related to the successful operations of the department’s programs, parks, and facilities. The Administrative Assistant provides overall assistance to the Director, and Parks & Recreation Leadership Staff.

Supervision Received
Direct supervision is received from the Director, Superintendent of Parks & Facilities, and Superintendent of Recreation Programs. Immediate supervisor is the Parks & Recreation Director.

Supervision Given
The Administration Assistant does not perform supervisory job-related duties.

Essential Job Functions
The following is a list of the more common duties and responsibilities attributable to the position. This list is not all-inclusive and may be amended from time to time as circumstances may dictate.

• Assist and register patrons for department programs, events and activities utilizing registration software for data input.
• Serve as office receptionist, answering phones and greeting visitors, screen calls and visitors to determine nature of business and refer to appropriate staff member, take messages, schedule appointments and meetings (as assigned).
• Position requires daily personal interaction with the public and town staff.
• Open/Close recreation office Monday-Friday as scheduled.
• Assist with staff timesheets and absence reporting documents.
• Implement background check program for staff and volunteers.
• Answer questions about various Parks & Recreation policies, procedures, fees, schedules, events, and programs.
• Using a computer, create/design a variety of written materials (correspondences, reports, media releases, meeting minutes, forms, records).
• Photocopy/Scan various materials, collate and distribute as required.
• Maintain and update various data, records and files, including accreditation records and maintaining various commission and board documents.
• Process incoming and outgoing documents, catalogs and mail.
• Order, stock and inventory office supplies and materials.
• Design and create department seasonal program guides, flyers, posters, and other social media marketing materials.
• Administer the scholarship program.
• Administer facility use applications, rentals, reservations and permits for park amenities and indoor/outdoor facilities.
• Maintain pertinent department records (grants, permits, personnel files, etc.).
• Maintain Town Department web pages, to include updates to all utilized social media.
• Develop/write and send out weekly press releases and email distributions.
• Administer daily deposits from direct sales: main office, pool and ice arena (collect, record and accounting of daily deposits).
• Participate, as assigned, in department special event planning, implementation, and supervision.
• Perform other duties as assigned.

Requirements of Work

• Ability to type, use a keyboard, file documents, perform receptionist skills, good math and accounting skills, and graphic design skills.
• Proficiency in use of computer and software programs.
• Ability to serve a diverse community of patrons, employees and residents, in a courteous and professional manner.
• Ability to drive and have a valid driver’s license and safe driving record.
• Ability to work evenings and weekends when scheduled.
• Work is generally performed during regular work hours but may require extended and/or weekend hours to meet required timelines.
• Work in varying degrees of temperature (heated or air conditioned).
• Work within a high paced and often high-pressure office environment.
• Position requires persistent concentration and attention to detail.
• Position requires sitting or standing at a workstation approximately 80 percent of the workday with the exception of special events where standing, walking a majority of the workday is necessary.
• Position requires light to moderate work with 10 to 25 pounds minimum weight to lift and carry.
• Position requires reaching, bending, stooping, and handling objects with hands and/or fingers, talking and/or hearing, and seeing.

Required Training, Experience, Knowledge, Skills, and Abilities

• High school diploma and 1-2 years of relevant experience, or any equivalent combination of education and experience.
• Ability to work independently, cooperatively, and effectively with the public staff and volunteers.
• Proficiency in Microsoft Office software applications and social media platforms along with multiple graphic software and marketing.
• Positive attitude a must, team player, forwarding thinker and experience with various marketing methods.

DISCLAIMERS
The above information is intended to describe the general nature of this position and should not be considered a comprehensive statement of duties, activities, responsibilities, and requirements. Additional duties, activities, responsibilities, and requirements may be assigned, with or without notice, at any given time.
This job description is neither an employment contract nor a promise of work for any specific length of time.

EQUAL EMPLOYMENT OPPORTUNITY
The Town of Hartford is an Equal Employment Opportunity employer.

Job Type: Full-time

Pay: $18.97 - $28.30 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• White River Junction, VT 05001: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person

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