Administrative Assistant
- Provide clerical support for contracts for services, concerts and fundraising efforts. Prepare information for monthly advisory meetings and takes minutes. Prepare a variety of department correspondence including coordinating room schedules, budget reports, and maintain statistical data from database. Compose correspondence from Director’s instructions and/or own knowledge of department’s functions.
- Promptly answer the department inquiries; provide accurate information relating to programs, field requests, building usage, policies, and rules and regulations of the department; screen calls for nature of business and handle accordingly.
- Meet with interested parties to reserve building room rentals. Reserve space, process deposits, and define needs for set up/break down and services throughout function.
- Coordinate program registration inquiries both online and in person. Reconcile financial statements, sell daily beach tags and seasonal permits.
- Assist Recreation Director in posting expenditures to Town accounts and managing revolving fund accounts to keep balances updated.
- Purchase department supplies and equipment; prepare invoices for processing. Communicate with vendors/independent contractors regarding the status of invoices and address any problems or concerns.
- Issue customer refunds and communicates program cancelations in a timely manner.
- Calculate payroll and performs computer entry, including posting vacation, sick leave or earned time. Track and process salary increases and other payments due to employees, such as overtime, earned time and longevity.
- Maintain class registration records, accounts receivable, accounts payable, etc. Cancel classes that don’t meet minimum registration requirements and issues refunds. Manage class waitlists when needed.
- Assist Recreation Director managing and updating the department's social media platforms, ensuring timely and engaging content is posted regularly to enhance presence and engagement.
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