Recreation Administrative Assistant

St. James Parish Government is hiring for a  Recreation Administrative Assistant position in the Operations Department. 

JOB FUNCTION:  To provide administration, secretarial and clerical support, and appropriate guidance for the Recreation Manager. Individuals in this position are able to complete the majority of their duties with a minimum amount of supervision. This position is non-exempt as defined by the Fair Labor Standards Act and is classified as essential for work during declared emergencies and natural disasters. This position maintains documents for compliance to policies and procedures for programs and internal and external audits.

ESSENTIAL DUTIES AND RESPONSIBILITIES:  Includes any combination of the following illustrative examples of duties and responsibilities including but not limited to:

 ·      Maintains the recreation records for youth activities including but not limiting softball, baseball, soccer, and biddy basketball programs.  

·       Prepares letters, memorandums, and other office correspondence.

·   Screens telephone calls, visitors, and all correspondence. Uses a variety of office equipment such as a personal computer, calculator, and typewriter to create required reports and documents

·    Responds to requests for information concerning Recreation Department procedures and determines which supervisor should handle the request

·       Maintains all necessary files and records relative to the Recreation Department

·       Accept/maintain daily deposits of recreational activities

·       Maintains and processes records for parish fitness center

·       Assists the Recreation manager with preparation of the annual operating budget

·       Performs administrative functions such as payroll documentation preparation, travel reports, supply requisitions, etc

·       Assist with coding/submittal of all invoices for Parish Recreation.

·       Schedules and maintains records for rentals of the Recreation facilities.

·       Other duties as assigned

SUPERVISORY RESPONSIBILITIES: This position is not responsible for the supervision of parish employees.

QUALIFICATION REQUIREMENTS:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of knowledge, skills and/or abilities required.   

EDUCATION AND/OR EXPERIENCE:  A Business-related degree from a college or university; High School diploma or general education diploma (GED) with 10 years of clerical experience may substitute required college degree. General knowledge of governmental accounting practices is preferred.

MATHEMATICAL SKILLS: Ability to add, subtract, and divide in all units of measurement using whole numbers, common fractions, and decimals.

REASONING ABILITY:  Ability to define common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several variables in standardized situations.

 CERTIFICATES, LICENSES, AND REGISTRATIONS: Must possess a valid Louisiana Driver’s License and have an acceptable driving record.

 OTHER SKILLS AND ABILITIES: 

 ·       Ability to maintain complex records and files and prepare technical, legal, and statistical reports

·   Operate various types of office equipment and use various types of computer software (e.g. copy machine, calculator, word processor, spreadsheet, etc.)

·       Interpersonal skills and ability to meet with public and deal with questions and concerns

·       Must have working knowledge of accounting software and have the ability to interpret financial reports and statements

·       Have excellent public relations skills, organizational skills, and both oral and written communication skills

·       Must be a self-starter, highly motivated, and innovative

·       Working knowledge and experience using Microsoft office products, especially Microsoft Word and Excel

·       Must be willing to work overtime on occasions

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions.    

While performing the duties of this job, the employee is regularly required to sit, reach with hands and arms, and talk or hear.

The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those that an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee normally works indoors within an office environment.

  St. James Parish is committed to providing equal employment opportunities.  The parish will not discriminate against employees or applicants for employment on any legally recognized basis including, but not limited to veteran status, race, color, religion, sex, marital status, national origin, physical or mental disability, agree or political affiliations.