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York County, Virginia · 20 hours ago

Administrative Assistant II (Parks & Recreation)

Yorktown, VA

Full-time

Onsite

Mid Level

$38K/yr - $44K/yr

3+ years exp

York County, Virginia is seeking an Administrative Assistant II for their Parks and Recreation Division. The role involves providing administrative support, managing participant registrations, and ensuring effective customer service while handling various inquiries and fiscal duties.

Government Administration

Responsibilities

Responsible for providing administrative support for the Parks and Recreation Division

Registers adult and youth participants in recreational activities by entering data into a relational database

Provides customer service to Parks and Recreation clientele by screening and handling a variety of inquiries independently

This position requires an on-call status in emergency situations, such as hurricanes, and may be assigned to work in emergency shelters or other designated areas as directed by the Emergency Operations Center

Additionally, this position requires the incumbent to be available occasionally for work outside normal office hours for special events, such as the 4th of July, employee picnics, and Yorktown Market Days

Answers a high volume of incoming calls; greets visitors and responds to a wide variety of inquiries; directs inquiries to appropriate personnel as required

Registers residents into recreational and instructional programs throughout the year; maintains data in a computer database (RecTrac, a Parks and Recreation Software System); collects registration fees, inputs data for each individual, and assigns them to a particular program; records monetary transactions, assigns to a team or roster, prints rosters, makes copies, and distributes

Performs a variety of purchasing and fiscal duties, including, but not limited to, preparing requisitions and RFPs, ordering and receiving supplies, and verifying invoices

Examines daily cash and credit card reports in RecTrac to track revenue received through program registration activity; uses software to generate a variety of enrollment and financial reports; works in Munis (financial system) to ensure proper posting of refunds to the correct G/L codes

Provides administrative support to Recreation Supervisors by preparing a variety of reports, publications, correspondence, and memos, and by photocopying materials

Submits and tracks work orders in Facility Dude and work order systems

Responsible for reserving use of the Dr. Martin Luther King, Jr. Community Building at Charles Brown Park; maintains the monthly report regarding the usage of the park and updates the Outlook and online calendars

Assists with maintaining data in the computer database (RecTrac, a Parks and Recreation Software System) for the Senior Center; sends mass emails to patrons regarding upcoming event programs and cancellations

Qualification

Microsoft OfficeRecTracData entryFinancial transactionsCustomer service

Required

High School Diploma, and 3 years of experience in administrative work; or any equivalent combination of education and experience which provides the required knowledge, skills, and abilities

Thorough knowledge of Microsoft Office software

Effective oral and written communication skills

Some knowledge of RecTrac, a Parks and Recreation Software System

General knowledge of office systems, practices, and procedures

Some knowledge of basic account procedures

Ability to handle multiple projects effectively

Ability to deal tactfully and effectively with a wide variety of people, including the general public, citizens, and elected officials

Must be physically able to operate a variety of automated office machines that include a copier, facsimile machine, etc