Part-Time Administrative Assistant (up to 24 hours per week)
Function: The Administrative Assistant performs day-to-day office related duties necessary for the overall operation of SEASPAR. The Administrative Assistant is responsible for coordinating all aspects of the program registration process, greeting guests, and answering phone calls. The Administrative Assistant is responsible for database and spreadsheet input, word processing, filing, and other related duties.
Supervision: The Administrative Assistant is responsible to the Administrative Services Manager.
Duties: Implement program registration which includes database entry of program information and participant history, accept walk-in, mail-in, and on-line registrations, prepare class rosters and attendance sheets, update participant personal information, maintain participant credit/due balances, prepare daily cash and credit balance and bank deposits.
Perform necessary public relation duties including greeting office visitors, answering in-person inquiries, and answering, screening, and channeling phone calls.
Assist staff with questions related to program registration.
Assist in program planning by assigning program numbers and proofing brochure copy for accurate program dates, codes, and fees before going to print.
Maintain and update database of participant permissions, medical expirations, and special conditions.
Create and maintain participant accounts for payment, billing, refunds, and scholarships.
Coordinate program related correspondence, schedules, and flyers.
Coordinate and channel updated information relating to programs, participants, or other informational changes to appropriate staff.
Create and maintain queries and reports as requested.
Assist with seasonal/annual statistical reports for all programs.
Coordinate and assemble monthly Board packets and act as recording secretary for the Board.
Purchase/maintain a complete stock of office supplies and organize supply room.
Replenish and monitor funds in postal meter.
Sort and file materials as needed.
Attend appropriate staff meetings, in-services, and workshops.
Perform other job-related duties as assigned.
Essential Functions: Must be able to sit 85% of the work day; to use the telephone, all computer equipment, keep accurate records, and access files in cabinets. Must have mobility for meetings throughout the service area and surrounding areas.
Worker Traits: The ability to work effectively and efficiently in a fast-paced environment with a positive attitude while dealing with many interruptions.
The ability to effectively and appropriately use computers, email, internet, voice mail, and cell phones.
Must maintain a positive working relationship demonstrating tact and courtesy with the staff and general public. Must provide individual customer service assistance to participants, parents/guardians.
The ability to interact and plan effectively with the SEASPAR staff, parents, and staff representing member entities, schools, and other community agencies and organizations.
The ability to express ideas clearly and concisely, both orally and in writing.
The ability to understand complex instructions and solve problems related to the task.
The ability to be flexible in all aspects of job responsibility.
The knowledge and demonstration of proper safety measures regarding equipment and supplies.
The ability to demonstrate strong organizational skills with attention to detail.
Perform all duties with an appropriate work ethic, producing work as required and meeting deadlines as required.
The ability to maintain a clean and orderly work environment.
Required Education and Experience: The Administrative Assistant must have a minimum of two years of successful experience in a similar position. The Administrative Assistant must have strong knowledge of computer-based software including word processing, spreadsheet, and databases. The Administrative Assistant must have knowledge of general computer skills and applications, accounting and registration software, (QuickBooks and RecTrac experience desired). They should have a general understanding of the theory, purpose, and practice of providing public recreation/special recreation services. The Administrative Assistant should maintain positive and effective working relationships with other employees, clientele, and the public.
Condition of Employment: The Administrative Assistant must be an Illinois licensed driver, provide and insure his/her own car, and use his/her own car for SEASPAR business; pass the pre-placement physical and background check.
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