South Suburban Parks and Recreation Administrative Assistant - Ice in Centennial, Colorado
Administrative Assistant - Ice
(Full Time, Non-Exempt)
$33,500 - $38,000 Annually
Under the supervision of the General Manager Ice and Sports Operation, this position is responsible for providing administrative and clerical support to Supervisors. The Administrative Assistant provides a professional experience for patrons and employees visiting or contacting the Administrative Office and assisting with daily administrative operations, including but not limited to, coordinating onboarding and training for new hires, maintaining office equipment, serving as backup to the Accounting Technician and providing clerical and administrative support to management during the budget process.
Provides assistance with daily administrative operations including, but not limited to, coordinating onboarding and training for new hires, maintaining office equipment, serving as backup to the Accounting Technician and providing clerical and administrative support to management during the budget process.
Develops and maintains a digital repository for information archives. Scans and files a variety of documents and photos.
Responsible for accurate records and invoicing and purchasing. Maintains excellent working relationships with external vendors and maintenance service providers.
Serves on various employee committees, presents information regarding committee or department updates as needed.
Stays up to date on developments in the organization and office environment. Participates and facilitates, as necessary, training and professional networking for District-wide administrators.
Provides a professional first point of contact experience for patrons and employees visiting or contacting the Administrative Office at the Recreation Complex.
Provides excellent customer service and ensures quality work. Responds tactfully and in a timely manner to inquiries and problems in person, by email, phone and mail providing helpful information and explanations in line with District policies and procedures. Thoughtfully handles confrontational or stressful interactions.
Maintains the Administration Office for customers, employee meetings, mail, and print requests. Ensures environment is welcoming, in good working condition, and resources are available for interdepartmental and constituent interaction. Ensures meeting room requests, equipment setup, signage and work orders are complete. Manages mail and copy machine service contracts as well as all office and furniture supply orders.
Serves in a cross trained capacity to assist with day-to-day operations of the office and facility staff.
Maintains ownership in all documents and forms and structure of employee intranet, including content expiration and replacement. Updates and distributes District’s phone lists.
Coordinates calendars, schedules meetings and rooms, and organizes special events. Assists with various research, project work, and presentation development throughout the District as needed.
Provides daily administrative support to the Management team and supervisory staff.
Develops and maintains project files, data entry, reports and research.
Maintains accurate systems of record keeping and develops reports as needed. Gatekeeper of information to ensure it is current, concise, cross-referenceable and collaborative.
Prepares meeting materials, documents, reports, agendas, minutes and presentations as necessary.
Collects attendance and rosters for a variety of District training initiatives.
Collects and manages cash handling for a variety of District programs; cash reports and reconciliation.
Plans, organizes, facilitates and oversees the Family Entertainment Center after proms.
Attend and participate in staff meetings, trainings, and orientations.
Attend work on a regular, reliable and punctual basis.
This job description should not be construed to imply that these requirements are the exclusive duties of the position. Incumbents may be required to follow any other instructions, and to perform any other related duties, as may be required.
Education and/or Experience:
Two (2) year degree in an Administrative or Executive Assistant program or closely related field. A Bachelor’s Degree is preferred.
Minimum of one (1) year of previous experience in a professional office setting providing first point of contact customer service and administrative support.
A combination of experience and education may be considered.
Licenses, Certifications, and Other Requirements:
CPR, First Aid, and AED Certification or the ability to obtain upon hire are required.
Must possess a valid Colorado Driver License, or obtain upon hire, and maintain an acceptable driving record.
Necessary Knowledge, Skills and Abilities:
Must present a professional appearance and demeanor at all times.
Knowledge of phone systems, Microsoft Office applications, principles of effective customer service and basic accounting.
Must be highly motivated and take direction well with excellent interpersonal and communication skills, both written and verbally.
Ability to work independently and with a team in a fast-paced and high volume environment with emphasis on accuracy and timeliness.
Ability to provide outstanding customer service and get along with coworkers, patrons, and supervisors and interact with employees and vendors in a professional manner.
Ability to manage multiple requests and phone calls at one time.
Material and Equipment Used:
To successfully perform the required job duties, this position regularly uses a phone, computer, printer, fax and other office equipment. This position also regularly operates a cash register, change machine, ATM, Point of Sale (POS) system, amusement park rides, and gaming equipment. This position may need to drive a personal vehicle to various District facilities.
This position primarily works in a busy office environment located in a loud Family Entertainment Center and office environment subject to continuous interruptions and background noises. Occasionally works outside subject to variable weather conditions, ecosystems and landscape.
Stand, walk, handle and operate objects and office equipment, reach outward and above shoulder and carry, pull, push or lift up to 5 lbs. May occasionally climb, crawl, squat, kneel and lift up to 50 lbs. May be required to carry, pull, push or lift 100 lbs. or more with assistance. The employee must be able to see close up and at a distance with vision acuity and the ability to adjust focus allowing a board field of vision. The employee must communicate clearly and effectively, must understand to be understood.
This list is not all-inclusive and represents examples of the work environment and physical demands.
Perks of Employment at South Suburban
Comprehensive Medical, Dental and Vision package
Retirement packages with employer contribution/match
Free Employee Assistance Program
Paid time off
Free use of our fitness centers and swimming pools
Discounts on recreation classes and golf (applicable to employees working 14+ hours/week)
Opportunities for training and promotion from within
Our mission is to foster healthy living through stewardship of the environment, parks, trails, and open space by providing recreational services and programs.
We serve residents in Bow Mar, Columbine Valley, Centennial west of I-25, Littleton, Lone Tree and Sheridan and unincorporated portions of Douglas, Jefferson and Arapahoe counties. We operate four full-service recreation centers, golf courses, outdoor pools and restaurants, two ice centers and miniature golf courses, and a BMX track, a sports dome, batting cages, an entertainment center, a hotel and a nature center. In addition, we maintain nearly 3,800 acres of developed and open space land, including 119 multi-purpose athletic fields, more than 100 parks, nearly 80 miles of trails, 60 playgrounds, 56 tennis courts, and the 880-acre South Platte Park.
Keyword: Administrative Assistant - Ice
From: South Suburban Parks and Recreation