CPRS Job Listing

POSITION SUMMARY:  Under general supervision of the Administrative Services Manager, the Administrative Assistant II performs varied front office reception duties, clerical tasks, a variety of technical office support, participates in activities involving customer service, participant registration, facility reservation, and special event and program support and other job-related duties as required. 

Essential Duties and RESPONSIBILITIES: include the following. 

• Performs front office reception duties from 8am – 5pm Monday through Friday.
• First point of contact for the public: answers telephones and directs calls and referrals to appropriate personnel for action. Provides information and explanations of District programs, facilities and policies to public and District staff as necessary.
• Assists customers with program registrations either in-person or over the phone, answers basic facility reservations and rentals questions in the absence of the Facilities Supervisor.
• Performs a variety of office assistant assignments, including document preparation, proofreading, filing, checking data and updating records, making copies, sorting and distributing mail.
• Prepares a variety of documents, including letters, memos, reports, flyers, handouts, claims and other documents from oral direction, rough drafts, copy or notes.
• Collects money, logs incoming checks, issues receipts, accounts for revenues and prepares bank deposits.
• Assists with the collection and organization of District timesheets for the semi-monthly payroll process.
• Assists in the preparation of agendas and reports for Board of Directors, staff, committee and advisory commissions’ meeting as necessary. Serves as backup Board Clerk.
• Assists the Administrative Services Manager with collection and organization of new hire paperwork.
• Monitors and updates reservations, registration and web site information as directed.
• Provides administrative support for the production of the District’s Activity Guide, including proofing, editing, and coordinating content submissions from staff.
• Assists with preparing and distributing District marketing materials, newsletters, flyers, and social media content as directed.
• Provides clerical support for District programs, community events, and facility rentals, including preparation of rosters, sign-in sheets, and participant communications.
• Coordinates routine vendor communications and service requests.
• Assists with document retention and records management in compliance with the District’s Records Retention Schedule.
• Provides administrative support for District grant applications or reporting as assigned.
• Other duties as assigned.

Supervisory Responsibilities:    This job has no supervisory duties.

Qualifications:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:    High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.

Language Skills:  Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence.  Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills:  Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's.  Ability to perform these operations using units of American money and weight measurement, volume, and distance.

Reasoning Ability:    Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.  Ability to deal with problems involving a few concrete variables in standardized situations.

Certificates, Licenses, Registrations:   California driver’s license and proof of personal vehicle insurance are required.

Computer Skills:   To perform this job successfully, an individual should have knowledge of Adobe Acrobat, the Microsoft Office Suite of products and possess typing skills of at least 40-50 wpm. Knowledge of basic office equipment should include: Internet and email, copier, postage meter, telephone and voicemail.

Physical and Emotional Demands:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The inability to cope with a stressful work environment does not constitute a protected disability.

While performing the duties of this job, the employee is regularly required to sit and frequently required to talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and talk or hear. The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually mode

Please apply on our online jobs portal via this link: https://fairoakspark.bamboohr.com/careers/61