Description

SUMMARY OF DUTIES
Under the supervision of the Senior Activities Coordinator, the Senior & Activity Center Assistant provides administrative, programmatic, and customer service support for the Delta 39’ers (50+) and other Senior and Activity Center programming. This position serves as a primary point of contact for participants, assists with program registration and event coordination, maintains records and communications, and helps ensure the efficient delivery of programs, events, services, and activities. A variety of light custodial tasks related to building upkeep and maintenance are also performed. This position may also be required to provide back-up clerical assistance to the Parks and Recreation department as needed. This position typically works up to twenty-five (25) hours per week, including regularly working evening and weekend hours.                                                                                                                                                                

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide administrative, program, and event support to the Parks, Recreation, and Cemeteries department, especially those activities serving the senior and activity center.
• Assist instructors and patrons and act as the primary point of contact for patrons and other facility users during evening and weekend hours.
• Prepare and send typed letters and memos, reports, or other correspondence using software on a computer system; proofread documents for accuracy.
• Assist and/or set up end-user activities and similar databases activities in CivicRec or other Township software programs; enroll participants in swim classes, senior classes, trips, and other programs or events; including facility reservations.
• Maintain department filing system, mailing databases, and ensure record keeping is accurate and confidential. 
• Respond to requests for information received via telephone, in-person, and email; respond to inquiries concerning aquatics and senior programs in a timely manner. 
• Assist with purchasing supplies and tracking inventory for senior and activity center, including associated custodial and maintenance supplies.
• Performs routine custodial maintenance including emptying trash, dusting, sweeping, maintaining restrooms, spot cleaning floors, and other tasks as assigned; disinfects tables and other common use surfaces. 
• Coordinate appointments for specialized programs, including scheduling and modifying appointments and reminder phone calls to scheduled attendees.
• Assist with post-event cleanup and room resets, including returning tables, chairs, and equipment to their designated locations.
• Accept reservations for senior lunches, coordinate lunch program with Tri-County Office on Aging, maintain and prepare paperwork for Tri-County Office on Aging.
• Responsible for cash handling, including accepting payments, making change, and providing receipts; balance cash drawer daily; Track and balance receipt fees and keep basic accounting records; prepare daily deposits.
• Monitor building access and operations, including rooms, equipment, entrances, restrooms, and common areas.
• Close and secure the facility according to established procedures. Prepare the facility for the next day’s operations and ensure rooms are properly reset after evening activities. 
• Work schedule requires flexibility; including afternoons, evenings and weekends, to meet program and activity demands.
• May be called upon to assist Parks & Recreation staff as needed for special events or routine clerical tasks.
• Support the overall mission and goals of the Parks, Recreation, and Cemeteries Department.
• Perform other related duties and assignments as requested.

Requirements

EDUCATION:

• High school diploma or GED required. 

EXPERIENCE:

• Minimum six months’ experience in an office administration, customer service, community services, or related experience; prior parks and recreation or municipal setting is preferred. An equivalent of education and experience may be substituted.

LICENSES:

• Must possess and maintain a valid State of Michigan driver’s license.

SKILLS/ABILITIES:

The work requires the ability to prepare professional correspondence and reports, exceptional customer service via phone calls and emails. Manage and maintain accurate records, proper spelling, punctuation, grammar, and basic computer skills using Microsoft Office Suite and other software programs. Excellent communication skills, including the ability to communicate effectively with senior citizens and families. Ability to handle cash transactions, including performing basic math calculations is required. 

OTHER:

Must be able to speak, read, and write the English language. Skill in organizing multiple programs and events simultaneously, setting priorities, meeting deadlines, and communicating effectively with co-workers, subordinates, supervisors, the general public, and others sufficiently to exchange or convey information. Ability to follow verbal and written instructions, and ability to exercise independent judgment, as needed. Adapt to changing priorities and program needs. Requires flexibility in work hours including the ability to work afternoons, evenings, and weekends as directed. Possess an enthusiastic, positive public service orientation.