Administrative Support Assistant I (Sports Services)

The Department of Parks and Recreation is seeking a highly motivated, team-oriented individual to join the Sports Services team at the Hellwig Park Administration Building. Under the supervision of the Sports Services Manager, the employee will perform clerical work, data entry and related report generation, cash handling and deposits, review reports and provide general office support for the operation of the division. The employee will also assist and provide support in the coordination and scheduling of indoor and outdoor sports and other recreational programs on school, park and leased properties County-wide for use by sports leagues, community use groups, special events and sports instructional programs, under pressures of deadlines. Receives ongoing training to assist with Sports Services program planning, development and budget management, handles logistics associated with scheduling meetings, to include preparation of minutes, agendas, mailings and reservations. This position will also provide excellent customer service in person, by telephone and through electronic media to answer questions regarding fields on school and park properties, indoor school facilities and leased recreational areas. The work schedule for this position is flexible and will be on Monday – Friday, up to 20 hours per week.

The Department of Parks and Recreation conducts DMV record checks on all licensed employees and criminal background checks on all hires 18 years and older.

Salary: 11.48 – 14.56/Hour

Note: The information that follows is a County-wide Classification Specification that may include details

General Definition of Work, Typical tasks, Knowledge, Skills and Abilities

The statements in this class specification are intended to describe the general nature and level of work being performed by incumbent(s) assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

GENERAL DEFINITION OF WORK:
Performs routine clerical and administrative work in providing general office support, data entry, and/or receptionist work.

Work is performed under close supervision of the Department Director or designee.

DISTINGUISHING CHARACTERISTICS:
This level is characterized by performance of simple, routine, repetitive tasks or operations which require little subject matter knowledge.

Work is closely observed, controlled and checked; a few guides or instructions apply.

The focus of the position is on a few functions (such as filing, answering phones, referring customers, and word processing) with the majority of an incumbents time spent focusing on these functions and closely related tasks, under close supervision.

TYPICAL TASKS:
Uses computers for various applications, such as data entry or word processing;

Answers telephones and gives information to callers, takes messages, or transfers calls to appropriate individuals;

Maintains and enters information into databases;

Sets up and manages paper or electronic filing systems, records information, updates paperwork, or maintains documents, such as attendance records, correspondence, or other material;

Operates office equipment, such as fax machines, copiers, or phone systems and arranges for repairs when equipment malfunctions;

Greets visitors or callers and handles their inquiries or directs them to the appropriate persons according to their needs;

Maintains scheduling and event calendars;

Completes forms in accordance with procedures;

Schedules and confirms appointments for clients, customers, or supervisors;

Makes copies of correspondence or other printed material;

Locates and attaches appropriate files to incoming correspondence requiring replies;

Operates electronic mail systems;

Types and distributes meeting notes, routine correspondence or reports, such as presentations or expense, statistical, or monthly reports;

Opens, reads, routes, and distributes incoming mail or other materials and answer routine letters;

Provides services to customers, such as account information;

Proofreads work done by others to check for correct spelling and grammar, ensures that County format policies are followed, and recommends revisions;

Conducts searches to find needed information, using such sources as the Internet;

Mails newsletters, promotional material, or other information;

Orders and dispenses supplies;

Learns to operate new office technologies as they are developed and implemented;

Arranges conference rooms, meetings, or travel reservations for office personnel;

Prepares conference or event materials, such as flyers or invitations;

Maintains timekeeping information;

Collects funds, keeps records, and monitors accounts;

Provides content for internal or external County Website.

KNOWLEDGE, SKILLS AND ABILITIES:
Some knowledge of standard office procedures, systems, and terminology; some knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar; some knowledge of principles and processes for providing customer service; some knowledge of computer software applications, word processing, and data entry; some knowledge of departmental policies, procedures and programs; some knowledge of purchasing policies, and procedures; ability to operate standard office equipment; ability to establish and maintain effective working relationships with others; ability to communicate effectively both orally and in writing; ability to make arithmetical calculations; ability to lift and carry cartons weighing up to fifty pounds.

Education and Experience

Any combination of education and experience equivalent to graduation from high school and 1-2 years of clerical/administrative support experience.

Special Requirements

SPECIAL REQUIREMENTS:
May require typing skills of 30 WPM with a maximum of 3 errors.

Background Checks, which may include but are not limited to: Criminal History Check, Credit History Check, Education Verification Check, License Verification Check, and/or Fingerprinting may be required as posted in the job advertisement.

Fire & Rescue Requirement: Effective October 2012, mandated by the Virginia State Board of Health 12VAC5-31-540, VA EMS Regulations require a criminal background check conducted by the Central Crime Records Exchange and the National Crime Information Center via Virginia State Police; and a driving record transcript from the individual’s state Department of Motor Vehicles.

ADMINISTRATIVE SUPPORT ASSISTANT AUTO-PROGRESSION CRITERIA (Effective 01/01/2016):

1. An Administrative Support Assistant I may be eligible for automatic progression to an Administrative Support Assistant II upon satisfactory completion of at least 12 months as an ASA-I at the fully achieves level or greater under a documented training plan established on a position specific level within a department.

2. Successful completion of specialty on-the-job training related to position of assignment within the documented training plan.

3. Successful completion of two (2) Microsoft training courses through PWC University as part of the documented training plan.

4. Assigned duties & responsibilities will meet the criteria reflected in the distinguishing differences section of the class specification for the Administrative Support Assistant II, once promoted.

Note: The auto-progression program is an optional management tool to develop employees. It can only apply to positions with a documented training plan and where the proper level and type of work is available. The Department must establish the training plan for a specific employee which is equivalent to the experience requirement and level of work to be performed at the next administrative support level and specific to their unit. The training plan must begin after the date the auto-progression criteria became effective.