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JOB
DESCRIPTION
JOB TITLE: Administrative Assistant I (Parks and Recreation Administration)
MAINTENANCE
REVIEW: July 2000
ORG/POS #: 3000/1234
JOB
OBJECTIVE: To provide administrative and clerical
support to the Parks and Recreation Department Administrative Division and the
Parks and Recreation Department Director.
ACCOUNTABILITY: Receives general supervision from the Director of Parks
and Recreation.
ESSENTIAL
JOB FUNCTIONS:
1. Drafts
confidential letters, memoranda, and reports; reviews incoming correspondence
and composes responses for the signature of the Department Director and other
Departmental staff.
2. Monitors
status of special staff assignments made by the Director to ensure completion;
maintains project calendar and appointment calendar for the Director.
3. Maintains
confidential files (i.e., EPAS and Disciplinary Actions) for the Director;
maintains various hard copy and computer files of information relating to
Departmental projects and personnel.
4. Researches
materials for the preparation and maintenance of the Parks and Recreation
Departmental procedures manual, including updates on fees, facilities, and
schedules.
5. Receives
complaint calls from citizens and handles as appropriate.
6. Receives
and sorts incoming mail; distributes mail to appropriate staff; prepares
outgoing mail.
7. Briefs
the Director regarding daily administrative functions and calls his or her
attention to non-routine matters which require his or her personal
consideration.
8. Answers
questions and provides information regarding operations and procedures relating
to the Department.
9. Receives
service and program related complaints i.e., in person, correspondence,
telephone, hotline number; records complaints by completing customer service
reports; initiates review and resolution of customer complaints by notifying
appropriate personnel; provides follow-up with citizen and staff to ensure
resolution of problem.
10. Reviews
non-routine incoming correspondence and routes to appropriate personnel;
prepares update reports to Division personnel.
JOB TITLE: Administrative Assistant I (Parks and Recreation Administration)
11. Reviews applications for persons seeking vehicle-for-hire permits to ensure compliance with the City of Little Rock Horse and Carriage Ordinance; investigates complaints regarding vehicles-for-hire; issues written warnings for vehicles-for-hire not in compliance with City ordinances; operates a microcomputer utilizing word processing software.
12. Reviews
applications for completion for individuals seeking to operate feeding programs
in Parks and Recreation to ensure compliance with established guidelines;
investigates complaints regarding providers; issues written warnings to
providers not in compliance with City guidelines.
13. Prepares
tentative budget figures for Administration division; monitors account balances
to ensure allotted amounts are not exceeded; processes for payment all
Administration division invoices; processes payment for Director’s car allowance.
14. Develops
and maintains a calendar of departmental events, activities and facility
closings; ensures distribution of calendar to appropriate departmental
personnel.
15. Represents
the Department Director at various meetings by answering questions and
exchanging information.
SECONDARY DUTIES AND RESPONSIBILITIES:
1. Compiles
information from Departmental files for special reports and projects.
2. Operates
a microcomputer, utilizing graphics, spreadsheet, and word processing software
to create documents.
3. Creates
work schedule and maintains log of state and federal community service workers
assigned to Department.
4. Schedules
meetings, including securing meeting rooms and making catering and other
arrangements.
5. Maintains
the master key system for the department; works with division personnel to
ensure keys are accounted for and replaced as necessary.
6. Writes
specifications for materials and equipment, as assigned by Director; contacts
potential vendors to obtain price quotes.
7. Develops
and maintains a filing system for departmental documents and records.
8. Maintains
office supplies inventory and places orders.
9. Performs other related duties as
required.
SUPERVISORY RESPONSIBILITIES:
Provides general
supervision to Office Assistant II, and part-time clerical staff.
JOB TITLE: Administrative Assistant I (Parks and Recreation Administration)
JOB
SPECIFICATION - CONTINUED
PHYSICAL
REQUIREMENTS: The physical demands marked below are
representative of those that will be required to successfully perform the
essential functions of this job.
Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.
YES NO
|
Lifting (lbs.) |
|
ü |
|
Carrying (lbs.) |
|
ü |
|
Stooping, Bending |
ü |
|
|
Kneeling, Squatting |
ü |
|
|
Walking |
|
ü |
|
Standing |
|
ü |
|
Sitting |
ü |
|
|
Climbing, Balancing (e.g.,
climbing and working from ladder) |
|
ü |
|
Use of Hands to Finger,
Handle, or Feel |
ü |
|
|
Physical Coordination
(sequential or simultaneous use of hands, arms, feet, and legs) |
|
ü |
|
Eye-Hand Coordination |
ü |
|
|
Close Vision (clear vision
at 20" or less) |
ü |
|
|
Distance Vision (clear
vision at 20' or more) |
|
ü |
|
Color Vision (ability to
identify and distinguish colors) |
|
ü |
|
Depth Perception (ability
to judge distance spatial relationships) |
|
ü |
|
Hearing |
ü |
|
WORK ENVIRONMENT:
The environmental conditions
marked below are common to this job:
YES NO
|
Outdoor Weather Conditions |
|
ü |
|
Wet, Humid Conditions
(non-weather) |
|
ü |
|
Work Near Moving
Mechanical Parts |
|
ü |
|
Work in High, Precarious
Places |
|
ü |
|
Fumes or Dust |
|
ü |
|
Toxic or Caustic Chemicals |
|
ü |
|
Extreme Heat (non-weather
over 90º F.) |
|
ü |
|
Low Noise (e.g., business
office) |
ü |
|
|
Moderate Noise (e.g.,
light motorized equipment such as lawn mowers) |
|
ü |
|
Loud Noise (e.g.,
jackhammer, heavy motorized equipment) |
|
ü |