Description

Cary's Parks, Recreation, and Cultural Resources Department is seeking a creative, organized, and community-oriented Senior Administrative Assistant to join our team!

This position will play an essential role in coordinating facility rentals, managing website, and performing data entry at the USA Baseball National Training Complex. The role requires considerable initiative, independent judgment, and strong communication skills.
Work will require a flexible schedule with weekday availability being the priority, and occasional evening or weekend availability as needed.
This is a part-time, non-benefited, year-round position, up to 20 hours a week, with a maximum of 999 hours per year.

Typical Tasks

• Serves as the lead office support person for rentals and events, providing and coordinating clerical and customer service support for a variety of operations
• Coordinates with outside user groups to ensure accuracy and completeness of rentals, including scheduling, completion of rental agreements, and securing of payment
• Coordinates with PRCR and PW departmental staff on the use of ballfields and training center for Town-provided or sponsored programs and events
• Participates in interviews, reference checks, hiring, and training processes
• Handles staff trainings
• Handles special projects, events, and special assignments; performs specialized research and reports that may be technical in nature
• Interprets departmental policy and answers difficult questions about departmental operations not requiring technical knowledge
• Answers calls and emails, receives citizen complaints and requests for services, and provides department information to citizens or refers to appropriate person; interprets department policies, rules, and regulations in response to rental inquiries
• Takes and transcribes dictation of correspondence, memoranda, proposals, specifications, contracts, reports, and other materials
• Designs, develops, and coordinates publication of information on the Internet and printing of department booklets, brochures, and forms
• Checks and reviews a variety of data for accuracy, completeness, and conformance to established standards; follows through to correct incomplete data
• Collects and interprets data for records and reports
• Composes routine correspondence, sorts and distributes mail
• Contributes written material to the web and serves as a web writer for the department
• Operates standard office equipment, including use of personal computer and related software, such as RecTrac, MS Office, and others
• Ensures that assigned Web pages are accurate, timely, and complete by promptly exercising direct publish authority (where applicable) or by promptly forwarding updates to Public Information for review and publishing
• Performs other job-related tasks as required.

Knowledge, Skills and Abilities

• Comprehensive knowledge of standard office practices and procedures, equipment, and secretarial techniques Comprehensive knowledge of Excel Comprehensive knowledge of computers and related software (such as Microsoft Office 365)
• Ability to remain organized, multitask, and work independently
• Ability to complete assignments accurately and prior to the established deadline
• Ability to keep moderately complex records and prepare reports from such records
• Ability to communicate with the public and coworkers tactfully and constructively
• Ability to supervise other personnel
• Ability to understand and effectively carry out verbal and written instructions
• Ability to acquire technical knowledge of Cary’s policies, procedures and the services of the department

Minimum and Preferred Qualifications

Education and Experience

Requires a combination of education and experience equivalent to an associate degree in Business, Communication, Marketing, or a related field.
Preference will be given to candidates who possess the following:

• Some knowledge of baseball and softball.
• Some experience performing administrative or clerical work.
• Some experience with a recreation software, such as RecTrac.

Physical Requirements

Work in this class will be a combination of physical work and sedentary in an office environment. Work requires the ability to see, hear, lift, talk, and the ability to perform the tasks listed above. Work requires dexterity in the hands for typing and operation of standard office equipment. Visual acuity is necessary to read handwritten and typewritten materials and operate a computer terminal.

Conditions of Employment

Requires drug testing and background check (which may include criminal history check, SBI fingerprinting, motor vehicle records check, education verification and credit history review) and satisfactory reference checks prior to employment.

Cary ensures equal employment opportunities (EEO) are provided to all employees and applicants for employment without regard to age, sex, race, color, religion, national origin, disability, political affiliation, marital status, veteran status, or genetic information.