Commons Administrative Assistant

Columbus Parks and Recreation Department

                                                              Job Posting

Position Title:                          Commons Administrative Assistant                    

Department:                             Parks and Recreation                 

Reports To:                             The Commons Manager

Salary Range:                          $33,871 - $42,339

FLSA:                                       Full Time, Salary Non-Exempt, Safety Sensitive

Supervises:                              0 Employees

Application Deadline:               April 22, 2024

Introduction:

Columbus Parks and Recreation works to enhance our community’s quality of life by maintaining our parks, trails, and green spaces. Currently, Columbus Parks and Recreation is growing and managing over 1,000 acres of park land, 23 parks, and 27 miles of trails to help attract tourism and new businesses, provide welcome spaces for community members to gather, and create safe places for our community members to play and be healthy. As a member of the Parks and Recreation team, you will be vital in keeping these amenities available to all community members.  We recently added the NexusPark facilities and grounds to our management umbrella. The City of Columbus and Parks and Recreation has collaborated with Columbus Regional Health to develop the former Fair Oaks Mall into a health and wellness hub for our community members and visitors.  If you would like to be a part of this fun and exciting work environment, you can apply online at:https://cbusinparks.com/fulltimejobs .  If you need assistance, accommodations or do not have access to the internet elsewhere, call or email City Human Resources 812-376-2570 or humanresources@columbus.in.gov to make an appointment to apply in person.  We welcome all applicants.

Employee Benefits:

The City of Columbus offers a competitive benefits package to all full time employees.  This includes a comprehensive health insurance plan that begins on the first day of employment, with no waiting period.  The City also currently contributes 14.2% of the employee’s annual income to the Indiana Public Employees Retirement Fund for every full time employee, which is a guaranteed pension plan to help set employees up for retirement.  The City also provides each employee with $20,000 in life insurance along with short term and long-term disability plans that are 100% paid for, by the City.  In 2024, the city added the Employer Health Partners clinic at NexusPark for any employee and dependents on the city health insurance plan.  These are just a few of the benefits offered to full time employees.  To see a more in-depth list visit: https://www.columbus.in.gov/employee-benefits/.

Summary of Functional Responsibilities: 

Clerical position providing administrative staff support, customer service and event management for area citizens requiring knowledge of the facility, the department and community resources.   

Specific Duties of the Position: 

• Answers incoming telephone calls for The Commons and directs to staff or take messages as appropriate.  May occasionally be back up to answering phones at other Parks and Recreation facilities if needed.
• Learn and implement any efficiency that can be utilized with our RecTrac software program for any Commons rental tracking.
• Greet and assist customers visiting The Commons with registration, answer questions about programs and facilities, and direct them to appropriate staff/area.
• Process activity cancellations and submit any refund request to accounts payable for payment.
• Keep public informed about any program or event schedule changes at The Commons.
• Type letters, schedules, and any other documents for board meetings and other functions as needed.
•    Prepare end of day financial reports, balance drawer and make bank deposits nightly.
•    Provide information on rental of department facilities to customers, complete rental contracts and keep room rental book or on-line calendar updated.
•    Perform support functions for staff including, faxing, e-mailing, making phone calls, etc., as needed.
•   Event management including serving as a liaison with vendors on event-related matters.
•   Build relationships with internal and external customers.
•   Open, sort and distribute mail to staff daily.
•   Prepare and distribute invoices for outstanding room rental & A/V tech charges.
•   All other duties needed for efficient operation of the Columbus Parks and 

Recreation Department administrative/program area.

•   Provide the highest quality customer service and facility care.
• Represent the Parks and Recreation Department and the Commons in a     professional and friendly manner.
• Must have a good driving record (and a valid Indiana driver’s license), and will have a criminal background check and pre-employment drug screen after conditional offer of employment.
• Must be able and willing to work weekends, holidays, and more than 40 hour weeks/extended hours when needed.  This position will flex time weekly to work any necessary events on Saturday or Sunday.

Education and Experience:

High School Diploma and at least 2 years experience working in a business related environment.   Fluent in English.  Good communication skills required both orally and in written reports  

Judgment: 

Work is somewhat difficult and complex and is performed with direction as needed.  Latitude granted the incumbent for exercise of independent judgment.

Supervisory Responsibility: 

None.

Relationships Responsibility: 

Work requires contact with Parks staff, city departments, community partners and citizens.  Must be able to respond to requests for information and complaints.  Must also be able to effectively manage stressful situations.

Working Conditions:

Ordinary office working conditions.

Must reside in Bartholomew County or adjoining county within six (6) months of employment

This position is subject to the City’s Drug and Alcohol-Free Workplace Program which includes: pre-employment testing, post-accident testing, reasonable suspicion testing, return-to-duty testing and follow-up testing. Annual BMV checks for all drivers. 

This description is intended to describe the type and level of work being performed by the person assigned to this job.  It is not an exhaustive list of all duties and responsibilities required by a person and employees at the city may be given other assignments at will.

Equal Opportunity Employer

E/O/E