Provides administrative, clerical, and customer service support for the Parks and Recreation Department. This position serves as a primary point of contact for the public and assists with program registrations, facility reservations, financial transactions, record keeping, and general office operations. The Administrative Associate plays a key role in ensuring efficient department operations and providing excellent customer service to residents, participants, and community partners. This is a part-time position, Monday - Friday 9:00am - 2:00pm, with some flexibility in the schedule. Essential Duties and Responsibilities Greet and assist visitors, program participants, coaches, volunteers, and the general public in a professional and courteous manner. Answer and direct incoming phone calls, emails, and inquiries regarding parks, facilities, programs, events, and department services. Assist customers with online account management and program registration. Process registrations, reservations and payments using department RecTrac software systems. Manage facility reservation calendars and rental configurations. Coordinate registration schedules and public release of programs. Assist with creating promotional materials in both digital and print format. Maintain user accounts, permissions, and security settings within RecTrac. Monitor RecTrac system performance and identify opportunities to improve workflows. Assist with maintaining participant records, program files, facility schedules, and departmental databases. Resolve complex registration and account issues. Prepare correspondence, reports, flyers, forms, and other documents as requested. Collect, reconcile, and record program fees and other departmental revenues. Assist with accounts payable and purchasing documentation as assigned. Handles inquiries or complaints from the general public in person or by telephone; forwards calls to appropriate party; assists with scheduling facility use, special events, etc. Support the coordination and administration of recreational programs, special events, and community activities. Maintain office supplies and assist with ordering materials and equipment. Operates a variety of standard office equipment; receives and processes incoming and outgoing mail. Assist with social media updates, website content, and promotional materials. Perform data entry and maintain accurate departmental records. Support facility rental operations, including reservation processing and customer communication. Performs special projects as assigned. Meets attendance requirements and maintains the highest level of dependability. Attend departmental meetings and training sessions as require. Perform other duties as assigned. Qualifications Education and Experience Any combination of education and experience equivalent to graduation from high school supplemented by course work in secretarial science and considerable administrative support experience. Knowledge, Skills, and Abilities Thorough knowledge of standard office practices, procedures, equipment and administrative support techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of departmental programs and policies; ability to type, take and transcribe dictation using good composition skills; ability to make arithmetical calculations; ability to follow oral and written instructions; ability to read and understand detailed and complicated policies, procedures and materials that contain specialized words and phrases; ability to operate a variety of office equipment to produce complex/technical documents; ability to work independently; ability to establish and maintain effective working relationships with associates and the general public. Some knowledge or experience in working with the RecTrac software or equivalent. Physical / Mental Demands The physical requirements describes 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 for individuals with disabilities. This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects; work requires reaching, fingering, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities. Disclaimer Bedford County maintains a safe, drug-free workplace for its employees. Drug screening, driving record check, a criminal background check, and previous employer references are required for all positions as conditions of pre-employment. Bedford County, VA is an Equal Opportunity Employer. Bedford County is a certified Virginia Values Veterans (V3) employer. We are committed to implementing nationally recognized best practices in recruiting, hiring, and retaining highly skilled and dependable Veterans. The V3 Program is an official Commonwealth of Virginia Program, authorized under the Code of Virginia (§ 2.2-2001.2).
Salary: $15.34 - $20.32 an hour
Employment Type: Part-time
Qualifications
Benefits