Overview
Administrative Assistant III Jobs in Midvale, UT at Terracon Consultants, Inc.
PARKS AND RECREATION DEPARTMENT
Full Time Administrative Assistant
ANNUAL SALARY RANGE: $45,485.03 – $64,214.16 / year
SUMMARY OF POSITION
Under the direction of the Director of Parks and Recreation, the Administrative Assistant is responsible for the routine and complex administrative duties; oversees and administers day-to-day activities and functions of the Parks and Recreation Office. As the Administrative Assistant, you will be the heartbeat of our administrative functions, ensuring seamless operations and supporting our mission-driven team. This full-time role demands dedication that may extend beyond 40 hours per week, accommodating evenings and weekends.
ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:
Performs general office duties and provides secretarial support for the Department of Parks and Recreation
Provides outstanding and results-driven customer service
Acts with a sense of urgency and responds in a timely manner to complaints, questions, and inquiries from residents and members of The REC Complex in regards to the services of the Parks and Recreation Department
Open, sort, read and distribute all incoming correspondence for distribution
Process payroll and maintain payroll reports, credit card statements, delinquent account collection and purchase orders
Responsible for hiring, training, coaching, disciplining, and supervising the office support staff
Supervise the full-time and part-time office staff and oversee front office management
Maintain all files, documents, memberships and other pertinent information
Primary manager of daily revenue from rentals, registration, fees, and miscellaneous income. Includes preparing daily deposits, and reporting to the Finance Department
Assist the Director with tasks like correspondence, legislative files and office communications
Collaborate with Director to meet all Grant requirements, ensuring meticulous processing, reporting, and compliance
Manage telephone operations and office equipment needs and supplies
Collaborate with the Management Team to organize department files in line with Document Retention and Destruction Policy
Accurately compile and prepare reports and documents for the Management Team
Plan and coordinate team-building activities, employee appreciation events, and community outreach initiatives
Act as a central point for internal communications, ensuring team alignment and effective collaboration
Monitor and report on office expenses, supply inventory and administrative budgets
Maintain Director’s calendar and scheduling of appointments
Make travel arrangements for the Management Team
Administer first aid and emergency procedures as needed
Other duties as assigned by the Director and/or his/her designee
SAFETY AND RISK MANAGEMENT DUTIES AND RESPONSIBILITIES:
Uphold a comprehensive understanding of all general agency and department-specific safety protocols and guidelines
Process reports on work related injuries and customer related injuries in a timely fashion to the appropriate department
Complete detailed incident/accident report forms following any safety related incidents and ensure their prompt submission to the appropriate department.
COMPETENCIES: In this role, showcasing these competencies will set you up for success:
Attention to Detail: Prioritize accuracy in all administrative tasks
Team Collaboration: Work seamlessly with various departments and stakeholders
Problem-Solving: Navigate challenges with creativity and resourcefulness
Tech-Savviness: Adapt to evolving software applications and tools
BASIC JOB QUALIFICATIONS
Associates or Bachelor’s Degree in related field preferred
Two years of professional executive secretarial or administrative office support experience, including at least one year in a public sector environment
Experience managing employees
Experience or ability to transcribe from electronic media, or transcribing notes of the proceedings of a public meeting preferred
CPR, First Aid, and AED Certified, or the ability to become certified within one (1) month of hire
Valid Driver’s License
KNOWLEDGE, SKILLS, ABILITIES REQUIRED
Excellent oral and written communication skills, including the ability to demonstrate a friendly, enthusiastic, and positive attitude
Ability to work independently, take initiative, and spearhead projects after receipt of general direction
Organize, ability to plan ahead, and keep an excellent filing system
Ability to exercise good judgment in a variety of situations
Engage in a strategic thought process
Maintain a balance among multiple priorities with a sense of urgency
Ability to communicate effectively orally and in writing
Maintain confidential information with discretion
Ability to transcribe materials
Knowledge of customer service skills and ability to work tactfully with the public and employees
Ability to remain calm under times where the public may be upset
Ability to operate and adapt to various platforms of technology, such as an iPad, laptop, personal computer, Smart TVs, etc
Knowledge of common office equipment, such as the use of a phone, printer, copy and fax machine, scanning equipment and software, and the ability to learn and adapt to new equipment
Intermediate knowledge level and skillful use of Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Publisher
WORKING CONDITIONS:
Most of the work is performed in an office setting with frequent interruptions with the need to deal with a great diversity of people. Some off-site work is required. Daily transportation to and from the Municipal Complex is required to pick up mail and daily deposits. Extended workdays and varied hours are a frequent occurrence, as are weekends, evenings and holidays to support the needs and demands of the Department.
OTHER JOB REQUIREMENTS:
Travel to seminars, conferences, and promotional events is occasionally required.
PHYSICAL REQUIREMENTS:
This position requires the ability to talk, hear, and see.
The employee is frequently required to sit for long periods of time using a computer monitor and keyboard; use hands to finger, handle, or feel; and reach with hands and arms.
The employee will also be required to stand, walk, stoop, kneel, or crouch to pick things up or move displays around.
Employee must be able to lift and/or move up to 25 pounds occasionally.
Specific vision abilities required include close vision, distance vision, depth perception, and the ability to adjust focus.
The City of Fairview Heights is an Equal Opportunity Employer. EOE/M/F/D/V
Job Details
Category
Open Positions
Status
Open
Posted
May 21, 2025 8:30 AM
Closing
May 28, 2025 5:00 PM
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Title: Administrative Assistant III
Company: Terracon Consultants, Inc.
Location: Midvale, UT
