Administrative Assistant - MCC

CARMEL CLAY BOARD OF PARKS & RECREATION

POSITION DESCRIPTION

POSITION TITLE:                   ADMINISTRATIVE ASSISTANT

DIVISION:                               RECREATION & FACILITIES

REPORTS TO:                          RECREATION & FACILITIES DIRECTOR

FLSA STATUS:                         NON-EXEMPT; Full-Time; starting at $20/hr

Purpose of Position:

The purpose of this position is to perform administrative and support functions for the Recreation & Facilities Division of Carmel Clay Parks and Recreation (CCPR). This division includes the Monon Community Center, The Waterpark, Wilfong Pavilion, Jill Perelman Pavilion, Central Park Dog Park, in addition to recreation programming.

Essential Job Functions:

• Answers phones, greet visitors, respond to general inquiries, emails, provide information and assistance.


• Responsible for processing all MCC program and membership scholarship requests. Tracks and maintains up to date and accurate records for recipient awards, contacts scholarship applicants, parents and guardians, communicates with managers and supervisors regarding scholarship status.


• Responsible for securing and maintaining all business credit cards utilized by R&F Division.


• Responsible for preparing requisitions and reimbursements as requested by R&F Director.


• Coordinate scheduling of meetings, maintaining calendars, and room reservations.


• Records and distributes meeting minutes for regularly scheduled management meetings or other meetings as requested. Maintains training records.


• Creates facility schedule reports, updates, and emails internal Monon Community Center schedule.


• Assist with facility and park rental inquiries and reservations.


• Monitors and maintain inventory levels of supplies, initiates orders for replacement materials


• Monitors copier usage, authorized users, and status; coordinates service calls with Business Services.


• Receives and distributes general 311 information service requests for the R&F Division.


• Responsible for driving daily to and from the MCC and Administrative Offices to retrieve, deliver, and distribute department mail.


• Serves as the point of contact for Corporate Wellness Package: coordinating sales/renewals, company membership, administrative requirements, and information distribution.


• Responsible for the gathering, routing, and filing of all forms requiring signature of R&F Director or area managers: employee forms, requisitions, refund requests, incident and accident reports, policy sheets, etc.


• Responsible for securing usage records for R&F fleet vehicles.


• Assists with ensuring compliance with codes laws, standards, policies and procedures as they pertain to CCPR.


• Attend and participate in professional development meetings and trainings.


• Assist with dog park operations, including membership registration and onboarding, vaccine management, and payment processing.


• Additional duties as assigned.

Knowledge, Skills, & Abilities Required to Perform Essential Job Functions:

• Ability to utilize a computer, including Microsoft Office, software platforms and various databases.


• Ability to prioritize tasks & situations in fast paced environment.


• Ability to manage time effectively and efficiently.


• High attention to detail and degree of accuracy.


• Ability to review and evaluate data.


• Ability to utilize a variety of reference resources and descriptive data and information.


• Ability to work independently and efficiently without routine supervision.


• Ability to work with frequent interruptions during periods of high volume.


• Ability to communicate effectively; includes ability to speak and write clearly and the ability to interact with all members of the public and CCPR staff in a positive manner.


• Ability to operate a motor vehicle to conduct work activities.

Qualifications Required to Perform Essential Job Functions:

• High School Diploma or GED preferred.


• 3-5 years of administrative/professional assistant work preferred.


• Must possess and maintain a valid Indiana driver’s license.

The Carmel/Clay Board of Parks and Recreation is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without unlawful discrimination based on race, color, religion, national origin, gender, disability, sexual orientation, gender identity or expression, family or marital status, ancestry, age, veteran status, or any other legally protected status.