Job Description

Job Description

Job Description

Description:

Benefit type: non benefited

Benefits available: For a full description of our benefits, please click here

About the job:

The Art and Enrichment Administrative Assistant is responsible for providing a wide variety of administrative support to provide general information and assistance for the Art and Enrichment division.

A day in the life:

The information provided below encompasses the typical duties and capabilities linked with this classification. Duties may include, but are not limited to the following:

• Processes paperwork.
• Assist with program and data entry into Rectrac registration platform. Helps monitor registration numbers.
• Email parents, staff, and contractor's rosters, program updates, supply requests and help maintain and organize storage areas.
• Provides office support; makes copies, stuff packets, make labels, maintains records, maintains records, files, etc
• Conducts research, compiles findings and generates reports.
• Communicates effectively with the public including providing accurate information related to work assignment and responding to patron and parent questions and concerns.
• Greets the public and directs them to activities; answers multi-line telephone, and provides information on district programs.
• Develops and formats documents and forms; proofreads and edits documents; word processes a variety of documents including meeting agendas, reports, etc.; files, scans, and photocopies documents.
• Operates a variety of office equipment such as copiers, computers, facsimile machines, and other related equipment.
• Communicates with manager, coordinators, program staff, reception staff and patrons to keep updated on schedule changes and other information as needed.
• Provides excellent internal and external customer service. Creates a positive experience for customers through professional and courteous behavior and creative problem evaluation.
• Provides training, leadership, direction and support to staff.
• Performs emergency support as directed in the emergency action plan.
• Acts as a Mandatory Reporter; reports incidents of child abuse/neglect.
• Performs other job-related duties as assigned

Work Schedule:

Estimated 15-20 hrs per week.

School Year Schedule: T_W_TH 2:30-6:30pm, Sat 8:30am-12:30pm (some flexibility available)

Summer Schedule: M-F 1-5pm

Hour subject to change depending on program needs.

What you'll need for success:

Strong Knowledge of:

• Office administrative processes, procedures and functions, including office telephone etiquette;
• Maintaining filing systems, and computer data systems; and
• Basic arithmetic, spelling, English and grammar.

Skill and Ability to:

• Effectively communicate with others verbally and in writing, including by phone, email or in person;
• Communicate effectively, tactfully, and pleasantly with the public and all contacts, including in person, by phone or e-mail;
• Exercise good judgment, demonstrate initiative, and make good decisions;
• Excellent interpersonal and creative problem solving;
• Organize and prioritize own work in a setting with frequent interruptions;
• Work independently while also able to work cooperatively with others;
• Proficiently operate a variety of office equipment including computer, phone system, copy machine;
• Perform work accurately with high attention to detail; and
• Create a positive, constructive, and respectful relationships with staff and the general public.

What we’re looking for:

Required Experience & Training:

1. High school diploma or equivalent; AND
2. One (1) year of general office experience; OR
3. Any satisfactory combination of education, experience and training.

Position Specific Requirement

This position may require reporting to additional sites throughout the workday, typically achieved in a motor vehicle OR other modes of transportation. If choosing a personal vehicle, possession of, or ability to obtain valid Oregon driver’s license within 30 days with an acceptable driving history as defined by district driving policy.

If you do not have a driver’s license or have an unacceptable driving history, it does not disqualify you from this position, only from driving a vehicle for district business.

Supervision Received:

Works under the general supervision of a supervisor. Carries out work independently, but work and decisions are typically reviewed prior to final execution.

Supervision Exercised:

Supervision is not normally a responsibility of this position.

Working Conditions:

The following are working conditions, including environmental and physical demands, required for this classification.

• Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, to lift, carry, push, pull or otherwise move objects.
• Remain in a stationary position (sitting or standing) for extended periods of time, move about the office occasionally.
• Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other works accurately, loudly or quickly.
• Perceiving the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication and making fine discriminations in sound.
• Making substantial movements (motions) of the wrists, hands, and/or fingers.
• Ability to have clarity of vision at 20 inches or less.
• Perform work accurately with high attention to detail;
• Ability to maintain sustained concentration on computer screens; use keyboards and a variety of peripherals.
• Ability to work and maintain focus in a work environment with moderate noise (i.e., working around others making periodic phone calls or having conversations) and with frequent interruptions.
• Must be able to travel to locations in, around, or outside the greater Bend area.
• Requires crouching, bending, kneeling or reaching to perform filing activities.

Selection Process:

Applicants are screened based upon their relevant knowledge, abilities, skills, experience, and training and willingness to learn the skills required for the position. An offer of employment is contingent on the verification of credentials and other information required by Bend Park & Recreation District policies, including a background check and a driving history review when driving is required for position.

Equal Employment Opportunity:

Bend Park and Recreation District is an Equal Opportunity Employer

Bend Park & Recreation District Core Competencies:

All positions with Bend Park and Recreation District are subject to district and position competencies. Below is a list of the most critical competencies for this position. Additional competencies are required for the position and may change based on district needs. A complete list of the competencies is available from Human Resources.

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