Administrative Assistant ($72,258.00/Year - $87,830.16)

Job Details

Level: Experienced

Job Location: Hayward Area Recreation District (HARD) - Hayward, CA

Position Type: Full Time

Salary Range: $72,258.00 - $87,830.16 Salary

Job Shift: Day

Are you interested in working in a Public Safety environment? Do you have administrative or office experience? Are you a professional with strong communication and problem-solving skills? Our Public Safety Team is currently hiring an Administrative Assistant!

The Administrative Assistant position is assigned to the Public Safety Division and reports directly to the Public Safety Manager for Hayward Area Recreation and Park District. The Public Safety Division is an excellent customer service driven team of Park Rangers with great working relationships, that provide for the safety and security of all district employees, properties, and visitors to our many parks, trails, and facilities. The Administrative Assistant position is a unique generalist position performing a broad range of tasks and working on a variety of special projects which include dispatching out park rangers for service calls, emergency management planning, assistance with budget tracking and planning, and assistance in several office projects for the public safety division. This is a full-time position with an excellent salary and benefits.

The ideal candidate for this role is detail-oriented, team-oriented, customer centered, collaborative, engaging, and energetic. We seek an Administrative Assistant professional with a strong balance of technical and analytical skills. The Administrative Assistant to the Public Safety Division must possess excellent organization and communication skills and thrive in a high-demand environment. Our ideal candidate will join us in developing collaborative relationships within District departments as well as with outside public safety agencies to help achieve our strategic goals.

Apply today for an opportunity to make a real impact on our local community!

Here Are The Details About The Positions

• In-Person Panel Interviews anticipated for the week of July 31 st
• Zoom Panel Interviews anticipated for the week of July 24 th
• Annual Salary: $72,258.00/year - $87,830.16/year
• Available Positions: 1
• Projected Start Date: Aug 2023
• Typical Work hours: 8:30AM - 5:00PM
• Typical Work Schedule: Monday - Friday, 5 days/week schedule, 40 hours/week, Weekends and Holidays as needed
• Filing deadline: July 12 th , 2023
• Full Time, Benefits-Eligible, Non-Exempt position

This posting can close at any time.

Position Summary

Under general supervision, performs varied office support work of a responsible nature; greets, screens, and provides factual information to visitors and callers; makes arithmetical calculations and operates various office equipment; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

Employees in these classes work within a framework of procedures and are expected to perform a wide variety of general office support and customer service duties with only occasional instruction or assistance. Successful performance at this level requires knowledge of departmental procedures and precedents, and the ability to choose among generally established alternatives in solving problems. Employees are expected to work productively even in the absence of a supervisor or lead worker. Employees in these classes may often have contact with the public, answering a variety of procedural questions, or giving out information. Work is normally reviewed only on completion and for overall results.

Essential Duties And Responsibilities

Incumbents may not perform all duties. Duties include but are not limited to the following:

• Determines how incoming calls should be routed; answers questions; explains procedures, processes, or departmental activities; distributes and explains forms, such as applications or permits; arranges for distribution of publications, brochures, fliers, and other District materials; provides a variety of office assistance
• Prepares periodic or special reports and perform data entry
• Recommends and assists in implementing office programs and office support systems, procedures, and policies
• Receives and screens visitors and answers phone calls
• Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones; may operate a two-way radio or other department-specific equipment; arranges for maintenance or replacement of equipment
• Reviews forms, applications, and plans for completeness and correctness; determines fees required, following standard guidelines, collects fees and issues permits
• Establishes and maintains office files, following an established filing system; researches and compiles information from such files; purges and archives files as required
• Prepares, validates, processes, and/or checks a variety of operating and personnel documents and records, such as time-sheets, vacation schedules, invoices, requisitions, and public notices for completeness, accuracy, and submission standards
• Prepares a variety of letters, memos, forms, specialized documents, charts, catalogs, and brochures in draft and final form, using word processing, spreadsheet, and database management software, from written, recorded, or printed sources, or oral instructions; proofreads materials for accuracy, completeness, compliance with departmental and District policies, formatting, and correct English usage, including grammar, punctuation, and spelling
• May give direction to part-time employees and volunteers, depending upon assignment
• Orders and maintains inventories of office supplies and other products for the office and department programs; opens and routes mail; prepares outgoing mail including priority delivery service; compiles and updates mailing lists
• Prepares agenda items and compiles and duplicates materials for a variety of internal, committee, and commission meetings; may take minutes of meetings and transcribe them in written format; maintains and posts conference room schedules
• May maintain records regarding participation in departmental or District-wide programs and use of District facilities; may assist with the rental of District facilities; may accept, issue receipts for, record, and deposit monies collected for District services and rentals of District facilities
• Compiles and records fiscal and statistical data according to established procedures; computes and extends figures; may keep petty cash; may accept, issue receipts for, and record monies collected for District services
• Assists others involved in related activities
• Prepares for pre-registration and assists in registration for classes and programs; communicates with registrants and renters by telephone, email, and mail

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this position. Essentially all of the employees working hours are spent in an office. Most work assignments involve a high degree of concentration. There may be some light to moderate physical work in the handling of supplies, files, computer equipment, etc. When assigned to the public counter, the employee experiences numerous interruptions from the public and others.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this position. While performing the duties of this job, the employee is regularly required to have: Ability to sit for long periods of time, stoop, kneel, crouch, reach, finger, grasp, write, and perform repetitive motions; exerts up to 30 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull or otherwise move objects with the human body; hearing and speaking ability sufficient to carry on a conversation with another individual (or groups of individuals) in person and over the telephone; visual ability sufficient to read and produce printed material and information displayed on a computer screen.

Minimum Qualification Requirements

Ability and Skill to:

• Maintain and prepare accurate records and reports
• Deal courteously and effectively with the public and District staff, and provide a high level of customer service
• Communicate effectively in English both orally and in writing
• Use tact, discretion, and good judgment in the handling of sensitive information
• Type at a minimum corrected rate of forty-five (45) words per minute
• Effectively utilize computer applications and technology related to the work
• Prioritize own work and independently performing office support work in accordance with established procedures, practices, and schedules
• Establish and maintain effective working relationships with others
• Work on weekends and/or evenings
• Plan and carry out duties independently

Knowledge Of

• Computer applications and technology related to the work
• Procedures and services of the department to which assigned or the ability to acquire such knowledge during a reasonable period of training
• Business English, grammar, spelling, arithmetic, modern office practices, procedures, and equipment

Education/Experience/Training

• Bi-lingual desirable
• Graduation from high school, supplemented by secretarial or business coursework, and a minimum of two years of experience in general office support work; or any equivalent combination of education and experience that provides the knowledge, skills, and abilities listed below

Special Requirements

• Verification of ID and ability work in the USA
• Must be at least 18 years of age
• Must pass a fingerprint and/or background clearance prior to employment