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Administrative Assistant - MICEC - City of Mercer Island ( Job # 16-0054)

This job is closed.

Minimum Salary: $53,724.00 per year
Maximum Salary: $56,563.00 per year
Employment Type: Full Time
Department: Parks & Recreation
Closes: November 27, 2016 at 5:00 PM
(Open to current employees and the general public.)

Summary

The Mercer Island Community and Event Center (MICEC) Administrative Assistant is a vital position that uses a variety of customer service skills to support the administrative functions of the Mercer Island Community and Event Center and Parks & Recreation Department as a whole. The MICEC Administrative Assistant is responsible for supporting three general areas for the MICEC: 1) Administrative Duties; 2) Analysis and Reporting; and 3) Customer Service.

The position requires a well-educated, analytical, trustworthy, professionally-groomed and outgoing self-starter who thrives in a position that offers new opportunities for growth each day. Task assignments are varied and require advanced computer skills to process, design and distribute information, data and correspondence. They must be willing to take direction, manage the variety of tasks presented to them in a busy and active environment while maintaining an extremely high level of customer service, professionalism and ethics. This individual will be expected to work well and collaborate with a cross-functional team and effectively with the public and other employees in a very busy and sometimes stressful environment. Primary location of this position is the Mercer Island Community and Event Center. This position reports to the MICEC Manager, offering support to the MICEC Management Team.

CLOSES: Sunday, November 27, 2016 @ 5:00 pm

Salary: $53,724 – $56,563 annually DOE + Great Benefits – Non-Exempt


Essential Job Functions

1) Administrative Duties:
Responsible for supply inventory and ordering; Performs back-end and front-end work in parks and recreation registration software; Assists in maintaining, updating, and recommending new Community Center policies and procedures; Assists Management Team as directed; Handles all aspects of Purchase Orders and Accounts Payable; Processes invoices for payment and collection; Performs collections; Responsible for processing and monitoring petty cash and City charge card statements; Handles bulk mailings and distributes Department mail; Assists in distribution of marketing material throughout the City; Supports Emergency Shelter operations; Manages phone lists; Assists with tenant leases; Provides graphics support, such as creation of signs, flyers, brochures and banners and monthly event calendars; Composes, types, proofreads, copies and files memos, meeting minutes, news releases, reports, spreadsheets and other documents from drafts, transcription or verbal instruction; Performs other administrative duties as assigned and regularly cross-trains in performing other administrative duties and responsibilities. Processes and maintains employment and training records, timesheets and payroll reports and other confidential personnel-related information; Collects and processes benefited Timesheets and Vacation Requests; Manages Comment Cards; Maintains participation logs; Coordinates new employee recruiting, hiring, orientation and training;  Must have regular and predictable work attendance to fulfill the essential functions of the job. Ability to drive a City vehicle, possesses a current and valid Washington State driver’s license and good driving record.

2) Analysis and Reporting: Maintains and updates monthly reports such as revenue/expense reports, usage reports, Alarm Report; Maintains and updates Replacement Cycle tracking; Tracks Capital Improvement work and contracts; Maintains tracking of maintenance projects for historical data; Assists with annual reports and work plans, year-end carry-over; Compiles monthly reports such as financial, revenue, customer service, operations, sales and marketing, and others; Compiles and maintains Staff Training Log; Maintains and manages Key Inventory; Compiles Annual Accomplishments List; Provides general analysis of program/reservation data and inventory usage; Provides other analytic and reporting support as assigned by Management Team.

3) Customer Service: Performs all duties within customer service representative job description, which includes, but is not limited to greeting and providing information to the public, both in person and over the phone; Registering and collecting fees for program registration and drop-in sports programs; Booking and preparing rooms for meetings or special events; Responding to emergency situations; Enforcing the rules and policies; Reporting any damage, incidents and injuries using the appropriate forms; Providing new patrons and perspective clients with tours of available rental space as well as the general facility; Serving as an active participant in the emergency response needs of the City.  Primary duties will include supporting emergency shelter operations but may include other emergency duties as determined by the Parks and Recreation Director.

And, performs other duties as assigned.

Qualification Requirements

• Related four (4) year degree preferred or two (2) years minimum work experience in administrative support, customer service or related field required.
• Previous experience in parks & recreation, community center or municipality preferred.
• Strong sense of accountability and team work, self-starter needing little direction.
• Effective oral and written communication skills, including the ability to clearly express thoughts to others and exchange information.
• Knowledge of general office procedures, and ability to use office machines (i.e. copy machine, fax, other office machines/software).
• Thorough knowledge of Microsoft Office Suite and Internet.
• Technically savvy and ability to stay abreast of and learn new technology rapidly.
• Experience with program registration software. (CLASS, Perfect Mind, Sportsman, etc.)
• Project management and prioritization skills required.
• Quick learner with ability to adapt to a fast-paced, ever-changing environment.
• Ability to work with others in a friendly and professional manner, to cooperate with others, communicate in a diplomatic fashion and present a positive image of City services.
• Ability to remain calm under pressure.
• Carry out work assignments in timely manner.
• Ability to cope with interruptions, prioritize work, organize documentation, and coordinate work to easily and efficiently meet deadlines.
• Well groomed, engaging and pleasant personality.
• Current First Aid/CPR certification or willing to obtain within first six (6) months of employment.

Other City Requirements

• Ability to drive a City vehicle, possess a current and valid Washington State driver's license and good driving record. Evidence of a good driving record is a condition of employment and a complete driving abstract will be required.
• Completion of a Nationwide and Washington State criminal history background check is required in order to determine any past conviction history of crimes against persons, sexual assault or exploitation, and sexual or physical abuse and must be able to pass a thorough background check as required by the Child/Adult Abuse Information Act.
• Completion of an I-9 Form, documenting eligibility to work in the United States.

Working Conditions and Physical Abilities

This position is administrative and customer service based in nature and works primarily indoors, with some outdoor work required. The employee may occasionally be required to work outside in various inclement weather conditions.  Prolonged standing, sitting, and extensive computer and telephone use will be required.  Hand-eye coordination and fine manipulation skills are necessary to operate computers and various office machines. Employee must be able to push, pull, lift and/or carry up to 50 pounds, with the ability to set-up various equipment as needed.  This position is sometimes stressful due to nature of work.  Employee must be able to multi-task and handle interruptions in addition to a regular work load. Employee must be able to respond and react to an emergency in an effective manner, which includes performing CPR as well as reporting to work if requested when the Emergency Shelter is activated. 

Typically, this position works Monday through Friday or Tuesday through Saturday. Position may be required to work non-standard workweeks and shifts to include overtime, split shifts, evenings, weekends, special events and/or holidays as deemed necessary by supervisor.


Attachments

Location
Mercer Island Community & Events Center
8236 SE 24th Street
Mercer Island , WA 98040