Office Assistant - Recreation in New Berlin, Wisconsin at City of NEW Berlin

POSITION SUMMARY

Provides professional, effective, and efficient administrative, reception, and clerical support for the Recreation Department. Provides administrative support for department operations, including facility rentals, special events, marketing and communications, and other department activities. Serves as a point of contact for the ARC reception area, providing scheduled front desk coverage and assisting the public with registrations, payments, facility information, and general inquiries.

This is an hourly position, not-to-exceed 40 hours per week. The regular work schedule for this position is Tuesday through Friday, 10:00 a.m. to 6:30 p.m. and Saturday, 8:00 a.m. to 4:00 p.m.

• Provides administrative and clerical support for Recreation Department staff, including data entry, class and program registrations, intake of payments, permits, memberships, recordkeeping, correspondence, scheduling, and other office functions.
• Performs cash-handling responsibilities, including receiving and processing payments, counting and balancing cash, maintaining cash banks, completing daily cash reconciliation, preparing cash drawers, and preparing deposits and related documentation in accordance with established City cash-handling procedures.
• Provides administrative support for facility rentals and events, including processing facility rental permits, confirming appropriate spaces, finalizing payments, ensuring required documentation is complete, following up on certificates of insurance and other required materials, and assisting with rental setup and take down, including arranging tables, chairs, and other equipment as needed.
• Assists with the planning and support of Recreation Department special events, including communicating with vendors, community groups, entertainment providers, and other event participants; preparing and maintaining required licenses and paperwork; and assisting with event preparation and day-of logistics.
• Assists with food and beverage operations, including maintaining inventory, monitoring supply levels, preparing or placing orders for food, beverages, and related supplies, and restocking supplies for department facilities and events.
• Assists with the Recreation Department's marketing and communications efforts, including maintaining webpage content, assisting with social media content and posting, preparing promotional materials and handouts, and capturing photos and other content from programs and events for use in department communications.
• Provides scheduled reception coverage at the ARC, serving as a point of contact for residents, program participants, visitors, and community members; answers and routes calls, checks voicemail, directs inquiries to appropriate staff, and provides information regarding department programs, services, and facilities.
• Researches and prepares reports, forms, lists, spreadsheets, manuals, correspondence, and other documents as required to satisfy department needs.
• Maintains and files department records and assists with scanning, organizing, and maintaining electronic and physical files.
• Receives, sorts, and distributes mail; prepares and distributes mailings; and assists with ordering and stocking general office supplies.
• Provides administrative support for monthly Recreation Commission and Fourth of July Commission meetings, including preparing agendas and meeting materials, preparing meeting minutes, and sending calendar invitations and meeting communications to commissioners.
• Performs other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

MINIMUM QUALIFICATIONS

• High school diploma with specific vocational coursework in clerical and word processing.

PREFERRED QUALIFICATIONS

• An Associate's Degree in Administrative Assistance/Secretarial Science, Business Administration, or a related field.
• A minimum of two (2) years' experience in a recreation, administrative, customer service, or front office environment, preferably for a government agency.
• Experience with facility rentals and events.

PHYSICAL REQUIREMENTS

• Task involves active work. Exerting up to 50 pounds of force occasionally and/or 10 pounds of force frequently and/or a negligible amount of force frequently or constantly to climb, balance, stoop, kneel, crouch, reach, stand, walk, lift, carry, push, pull, finger, grasp or otherwise move objects, including the human body.

ENVIRONMENTAL REQUIREMENTS

• This position is regularly subject to both environmental conditions. Work activities occur inside and outside.

SENSORY REQUIREMENTS

• The task requires close visual acuity to perform various activities.
• The task requires oral communications ability.
• The task requires sound perception and discrimination.