Administrative Support Specialist - Parks & Recreation

GENERAL DEFINITION AND CONDITIONING OF WORK: Performs a variety of responsible administrative and office support duties for the Parks & Recreation Department and Parks & Recreation Advisory Committee. An employee in this class performs a variety of administrative support duties to the Parks & Recreation Director.

• Serve as the initial point of public contact for the Department of Parks and Recreation and information point of contact, operating the reception function. • Create documents and forms and enter data. • Maintain records and files. • Serve as Clerk to the Parks & Recreation Committee. • The employee is expected to have a thorough understanding of the Parks & Recreation Department and its services to respond to inquiries; • Conduct research to address questions and concerns or refer to appropriate authorities for response. • Work requires knowledge of word processing, spreadsheets, and GIS to perform the duties and tasks. • Receive and process payments, including cash, from citizens and patrons using the parks facility. • Balance accounts, create deposits, and deliver reports and account information to the Finance Department daily. • Work is performed under the supervision of the Director of Parks and Recreation and is evaluated through observation, conferences, and the quality and effectiveness of work completed.

ESSENTIAL FUNCTIONS/TYPICAL TASKS:

• Answers telephone and greets citizens; directs calls or citizens and information based on the type of request; screens mail, documents and other materials and routes according to general knowledge of the work unit’s operations and key personnel. • Establishes and maintains office documents, databases, files, office supplies and other materials. • Assists the public with variety of information related to the Parks & Recreation Department and the Town of Smithfield in general. • Reviews and verifies documents to ensure that information is provided and correct. • Performs data entry to create and maintain a variety of databases and generate reports. • Types letters, reports and other materials; types rough drafts from handwritten, dictated, recorded or other marked copy; composes some correspondence. • Prepares time sheets for payroll. • Types information such as names, addresses, cards, and other items where the information is extracted from routine sources or specific instructions. • Proofreads materials for typographical or spelling errors. • Enters correct information on forms or form letters to varying situations. • Creates records by posting general program activity on established forms, files, and other record keeping devices. • Places materials and records in alphabetical or numerical order for proper filing into the appropriate record keeping system. • Creates, updates, or maintains spreadsheets. • Responsible for handling of funds from citizens and patrons using the parks facility, balancing deposits and delivering to the Finance Director daily • Other duties as required and assigned. • Backs up office and administrative staff.