Overview
Full time – Admin Assistant / Customer Service Specialist Jobs in Timonium, MD at Hometrack
Primary Objective
The City of Bloomington is seeking an individual to provide essential administrative and program support for the Parks and Recreation Department, serving as a central resource for daily operations, customer service, financial processing, and internal systems management. This position plays a vital role in supporting the Parks and Recreation front counter, coordinating the use of recreation software systems, processing payments, and assisting with communication and marketing efforts. The role includes oversight of part-time front desk staff and contributes to department efficiency by identifying process improvements and leveraging tools such as AI to streamline operations.
CITY VALUES & EXPECTATIONS
Models and contributes to a positive work environment, culture of communication, engagement and safety
Communicates effectively and respectfully with employees and the general public, including but not limited to those of diverse racial, ethnic, religious and socioeconomic backgrounds
Works cooperatively as a member of a team; develops and maintains effective working relationships with diverse coworkers and community members; consistently brings a high level of self-awareness and empathy to all personal interactions
Embraces the City’s shared values and contributes towards accomplishing the City’s vision and goals by being creative, innovative, continuously learning, and communicating clearly
Examples of Duties
General Administrative Support
Performs standard clerical duties such as filing, copying, scanning, ordering supplies, and distributing mail
Manages telephone, email, voicemail, and in-person inquiries; initiates and composes responses with helpful, accurate information or refers to appropriate staff
Drafts, edits, proofreads, and maintains memos, forms, documents, and reports
Provides research support using online tools and social media
Maintains up-to-date filing system for paper and electronic records for prompt retrieval of materials and in accordance with records retention policies
Assists with preparing departmental reports and specialized documents as requested
Utilizes asset management, service request, and work order system as requested
Process a variety of correspondence for other personnel in the department upon request
Schedules and assists with meetings; may take notes or minutes, transcribe dictation, and prepare in final form when required
Supports staff in preparation of City Council agenda items materials, and presentations as needed
Front Desk & Customer Service
Serves as a core member of the front desk team, responding to customer questions and handling complex or time-sensitive issues
Covers the front counter during busy times, breaks, and absences
Assists with scheduling and coordinating rentals for park shelters and other recreation amenities
Provides leadership and guidance to part-time Office Support Specialists; may assign daily tasks, special assignments, and monitor workflow
Trains new part-time support staff and supports onboarding processes for seasonal employees
Recreation Software & Program Support
Assists with management of the City’s RecTrac recreation software, including entry and setup of programs, lessons, and camps
Creates and maintains customer accounts and assists the public with registration and troubleshooting
Pull reports, verifies registration data, and monitors software integrity
Coordinates updates or improvements with IT or vendor support
Supports seasonal operations such as summer registration, aquatic center, and other program data tracking
Financial Duties
Leads the processing of payments and balances daily receipts for programs and facility rentals
Prepares and records daily deposits, especially during peak recreation seasons
Assists with requisitions, purchase orders, invoices and contract documentation
Tracks grant-related spending and supports purchasing documentation for reporting and compliance
Monitors financial records in RecTrac to ensure accuracy of transactions and customer data
Assists in the preparation of budget documents as requested
Marketing & Communications
Assists with updating the Parks & Recreation website and maintaining accurate program listings
Posts on social media platforms and updates signage at parks and facilities
Supports the creation of promotional materials for recreation programs and events
Helps coordinate public communication for seasonal offerings and registration reminders
Hiring & HR Support
Assist supervisors with the hiring process for seasonal staff, including scheduling interviews, onboarding, and document preparation
Ensure paperwork and digital records are accurate, organized, and up to date
Coordinates seasonal staff lists and communication tools to support new hire logistics
Process Improvement & Innovation
Identifies opportunities to improve workflows, forms, and office procedures
Uses office equipment and software applications with a high degree of proficiency and may troubleshoot basic hardware and software problems with IT department support
Uses AI tools and automation (e.g., templates, scheduling assistance, digital organization) to increase efficiency
Assists in documenting internal procedures and suggests updates to improve staff productivity and service delivery
Creates training and instructional documents as requested
Other Duties
Prepares department-wide or division-specific reports as needed
Participates in department meetings, training, and cross-departmental collaboration
Performs other duties as apparent or assigned in support of Parks and Recreation services
KNOWLEDGE, SKILLS, & ABILITIES REQUIRED
Strong attention to detail and organizational skills
Ability to provide excellent customer service in a fast-paced, public-facing environment
Knowledge of financial procedures including deposits and balancing receipts
Ability to manage multiple tasks and prioritize deadlines
Clear and professional written and verbal communication skills
Familiarity with social media platforms, web content editing, and office technology
Interest in using AI or automation tools to improve administrative processes
Minimum/Desirable Qualifications
MINIMUM QUALIFICATIONS
High school diploma or equivalent, and at least three years of experience in administrative, office support, customer service, or recreation support roles
Experience with financial processing, cost recovery and financial reporting
Excellent skills in Microsoft Office Suite and ability to learn new systems
DESIRABLE QUALIFICATIONS
Bachelor’s degree in public administration, business, recreation, or related field
Experience in the field of Parks and Recreation
Experience with RecTrac or similar recreation management software
Knowledge of municipal purchasing, grant tracking, and public service functions
Experience with NeoGov and other seasonal hiring procedures and policies
Experience working with the public in a local government setting, or similar public-facing role
Experience with social media platforms, web content editing, and creation of marketing materials
Familiarity with AI tools, digital workflows, or automated forms and templates
Experience with Munis EPR, SharePoint and Laserfiche
Supplemental Information
SUPERVISION OF OTHERS
This position provides functional oversight and task assignments to part-time Office Support Specialists and Office Assistants.
Anticipated Hiring Range: $29.48 – $31.27 Hourly
2024 Full Salary Range: $29.48 – $39.30 Hourly
Full-Time; Non-Exempt; Non-Union; Benefits Eligible
The City of Bloomington is an Equal Opportunity Employer and is committed to creating a diverse workforce that reflects the community we serve. Applicants who are black, indigenous or persons of color are encouraged to apply. We also encourage women, veterans, members of the LGBTQIA community, and individuals with disabilities to apply.
The position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change
Benefits for regular, full-time employees of the City of Bloomington (with the exception of 24 hour firefighters and 24 hour fire fighter/paramedics) include the following:
10 days paid vacation per year
13 days paid personal leave per year
13 paid holidays per year
12 weeks paid parental leave
Employee health and dental insurance
Paid employee life insurance
Paid employee disability insurance
Employer/employee paid pension
Deferred compensation
Tuition assistance program
Health club membership reimbursement
Flexible spending account
Employee Assistance Program
Other optional benefits
Great suburban location, on bus line
Free employee parking
(Union contracts may vary from the above list.)
Show more
Title: Full time – Admin Assistant / Customer Service Specialist
Company: Hometrack
Location: Timonium, MD
