Administrative Assistant II

Conejo Recreation Park and District Administrative Job

Salary : $32.79 - $39.86 Hourly

Location : Thousand Oaks, CA

Job Type : Full-Time

Closing Date : Continuous

Recreation Division (and some functions shared with Management Services)

Under general supervision, provides varied and complex office administrative assistance to a Director and associated division staff; creates and maintains division-specific publications, contracts, tracking systems, reports, records and files required for work processes; acts as a liaison between the Director and other departments, customers and community / business groups; and performs other related duties as assigned.

Essential Duties and Responsibilities : The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Performs a variety of complex procedural and administrative duties in support of the division including coordinating office functions and processes.
• Provides information in response to inquiries and performs important public relations duties over the phone, in person and online; provides information and handles issues that may require sensitivity and use of tact and independent judgment; research requests or complaints and refers matters to appropriate staff and / or takes or recommends action to resolve issues.
• Creates and maintains spreadsheets and databases; calculates, invoices and tracks requests for payment for services, leases and fees; processes and records payments for fees.
• Coordinates the assembly, posting and tracking of requests for proposals (RFPs) for the procurement of equipment, goods and services; tracks certificates of insurance and vehicle insurance and ensures coverage meets District criteria.
• Assists with solicitation of and tracks donations, sponsorships and other sources of funding; may participate in grant administration functions including collecting program data and generating performance reports.
• Assists with processing special-event and encroachment permits; ensures all required documents are submitted and meet District requirements; notifies field staff.
• Designs, proofs, revises and distributes material for the Division, including flyers, schedules, newsletters, tickets and brochures; may assist with maintaining unit website page and with social media.
• Maintains inventory and orders operational and office supplies for the unit following established procedures.
• Processes monetary transactions, including collecting fees, issuing receipts, handling credit card transactions, reconciling cash journal sheets and receipts, and preparing bank deposits.
• Provides administrative assistance to District Boards and Ad Hoc Committees as assigned, preparing and posting agendas and taking minutes of meetings.
• Provides backup for the executive assistant and other support staff and performs reception duties.

Other Duties and Responsibilities :

Qualifications :

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Any combination of experience and training that would likely provide the required knowledge, skill, and / or ability listed below is qualifying.

Education / Experience : Completion of at least one year of college-level coursework or a technical certification program and three years of administrative support experience; or an equivalent combination of education and experience.

Language Ability : Ability to read, analyze and interpret documents such as District policies, procedures, government regulations, leases and contracts. Ability to use correct English grammar, spelling, and punctuation. Ability to write routine reports and business correspondence. Ability to respond to inquiries and complaints, orally and in writing.

Math Ability : Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to perform basic bookkeeping functions.

Reasoning Ability : Ability to use common-sense understanding to carry out instructions provided in written, oral or diagram form. Ability to research and analyze administrative, operational and procedural problems. Ability to effectively interact with the public.

Certificates and Licenses :

Other Required Skills : Use of word processing, spreadsheets and database programs including utilizing information systems to extract data from databases for interpreting and communicating data. Knowledge of the principles, tools and techniques of project planning and management. Ability to exercise tact and diplomacy in dealing with sensitive and complex issues. Maintain confidentiality of information and work products.

Supervisory Responsibilities : This position has no supervisory responsibilities relating to District employees; training and supervision of volunteers may be required.