Front Office Assistant
City of Oak Harbor, Oak Harbor, WA, United States
The Front Office Assistant supports daily operations of the recreation division at The Center in Oak Harbor by providing great customer service and handling administrative and financial tasks. Responsibilities include managing the front desk, processing registrations and payments, tracking volunteer hours, and assisting with facility rentals. The role also involves maintaining records, processing invoices and payroll, ensuring building safety and organization, and supporting staff as needed. This position is essential in keeping operations running smoothly and fostering positive community relationships.
Work activities involve multiple skills and may include, but are not limited to, any or all the following depending on area of assignment, operational necessity, emergency services, special projects, and seasonal factors:
Establish and maintain effective working relationships with volunteers, co-workers, supervisors, Center visitors, various community groups, and the general public in a courteous and helpful manner, and sometimes in stressful situations.
Preform front desk reception duties with assistance of volunteers. Includes answering phone calls, booking appointments, processing reservations and registrations.
Onboard, train and track volunteer hours and requirements. Support volunteers in their roles.
Provide office support by helping to maintain records, membership lists, correspondence, filing and copying, billingsupport, invoicing and special mailings.
Facility opening and closing procedures.
Ensure proper cash candling procedures and daily deposits.
Set up program spaces for groups as needed throughout the day.
Complete duties as a Passport AcceptanceAgent.
Monitor and submit timesheet and payroll records.
Coordinate facility use for programs and rentals, including site manager scheduling.
Process invoices and reimbursements.
Perform administrative functions such as program tracking and insurance reimbursements.
Ensure building safety, monitor cleanliness, and stock building supplies.
Monitor the department’s general information email accounts.
Assist other staff members as needed and perform other related duties as required.
Associated Functions
Provide assistance at recreation division events requiring staff participation and support, including some nights and weekends. Set up and take down support for events.
Attend various workshops, continuing education, meetings, seminars, and conferences.
Perform other duties and responsibilities as assigned.
Performance Requirements (Knowledge, Skills and Abilities)
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required, with or without reasonable accommodation.
Knowledge of management principles and practices as they pertain to parks and recreation facilities and programs and of the principles and practices of municipal government.
Experience in administrative processes.
Basic accounting and revenue handling procedures; and the operations, functions, and terminology common to the work.
Knowledge of public sector finance, auditing, cash control, and accounting procedures.
Effective communication and presentation skills with staff, volunteers and the public.
Ability to write reports, business correspondence, and policy and procedure manuals.
Ability to work effectively with staff members in all departments/divisions.
Proficient in Microsoft Office, Outlook, and ability to learn a department used software.
Perform duties in a manner that demonstrates respect, integrity, courtesy, and kindness towards fellow workers, patrons, and the general public.
An equivalent combination of education, training and experience that provides the required knowledge, skills, and abilities to perform the essential job functions may be considered.
Requirements
High School diploma or GED equivalent.
Four (4) years of administrative experience.
Must have or obtain CPR and First Aid Certification within three (3) months of hire.
Must have or obtain Food Worker Card within three (3) months of hire.
Must obtain US Passport Agent certification within three (3) months of hire and maintain annual certification as a Passport Acceptance Agent.
Valid driver’s license and ability to provide a driver’s abstract with a good driving record.
Complete a comprehensive background screening to include credit check to be bonded and Washington Child and Adult Abuse background, prior to hire.
Preferred Qualifications
Associate’s or Bachelor’s degree in Office Administration, Business Administration, Recreation Management or relevant discipline.
Experience with a Parks and Recreation Department or other Governmental Agency.
The physical demands and characteristics of the work environment described here are representative of those occurring in the performance of the essential functions of this job. Reasonable accommodation may be provided to enable individuals to perform the essential functions.
Work is performed at The Center in Oak Harbor at the front desk or program areas, sometimes outdoors. Requires ability to sit, walk or stand for extended periods of time, normal visual and hearing acuity, and ability to move furniture and equipment with assistance. May include evening and weekend work.
Safety Statement
We expect employees to ensure compliance with all applicable safety practices and policies, including those established by OSHA/DOSH regulations and the City’s Accident Prevention Program (APP). This includes, but is not limited to, actively identifying, and correcting potential hazards that may affect employee and public safety, including those identified by co-workers. Leading by example to promote a positive culture of workplace safety through everyday action, emphasizing safe completion of work throughout all aspects of developing and carrying out work plans.
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Work activities involve multiple skills and may include, but are not limited to, any or all the following depending on area of assignment, operational necessity, emergency services, special projects, and seasonal factors:
Establish and maintain effective working relationships with volunteers, co-workers, supervisors, Center visitors, various community groups, and the general public in a courteous and helpful manner, and sometimes in stressful situations.
Preform front desk reception duties with assistance of volunteers. Includes answering phone calls, booking appointments, processing reservations and registrations.
Onboard, train and track volunteer hours and requirements. Support volunteers in their roles.
Provide office support by helping to maintain records, membership lists, correspondence, filing and copying, billingsupport, invoicing and special mailings.
Facility opening and closing procedures.
Ensure proper cash candling procedures and daily deposits.
Set up program spaces for groups as needed throughout the day.
Complete duties as a Passport AcceptanceAgent.
Monitor and submit timesheet and payroll records.
Coordinate facility use for programs and rentals, including site manager scheduling.
Process invoices and reimbursements.
Perform administrative functions such as program tracking and insurance reimbursements.
Ensure building safety, monitor cleanliness, and stock building supplies.
Monitor the department’s general information email accounts.
Assist other staff members as needed and perform other related duties as required.
Associated Functions
Provide assistance at recreation division events requiring staff participation and support, including some nights and weekends. Set up and take down support for events.
Attend various workshops, continuing education, meetings, seminars, and conferences.
Perform other duties and responsibilities as assigned.
Performance Requirements (Knowledge, Skills and Abilities)
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required, with or without reasonable accommodation.
Knowledge of management principles and practices as they pertain to parks and recreation facilities and programs and of the principles and practices of municipal government.
Experience in administrative processes.
Basic accounting and revenue handling procedures; and the operations, functions, and terminology common to the work.
Knowledge of public sector finance, auditing, cash control, and accounting procedures.
Effective communication and presentation skills with staff, volunteers and the public.
Ability to write reports, business correspondence, and policy and procedure manuals.
Ability to work effectively with staff members in all departments/divisions.
Proficient in Microsoft Office, Outlook, and ability to learn a department used software.
Perform duties in a manner that demonstrates respect, integrity, courtesy, and kindness towards fellow workers, patrons, and the general public.
An equivalent combination of education, training and experience that provides the required knowledge, skills, and abilities to perform the essential job functions may be considered.
Requirements
High School diploma or GED equivalent.
Four (4) years of administrative experience.
Must have or obtain CPR and First Aid Certification within three (3) months of hire.
Must have or obtain Food Worker Card within three (3) months of hire.
Must obtain US Passport Agent certification within three (3) months of hire and maintain annual certification as a Passport Acceptance Agent.
Valid driver’s license and ability to provide a driver’s abstract with a good driving record.
Complete a comprehensive background screening to include credit check to be bonded and Washington Child and Adult Abuse background, prior to hire.
Preferred Qualifications
Associate’s or Bachelor’s degree in Office Administration, Business Administration, Recreation Management or relevant discipline.
Experience with a Parks and Recreation Department or other Governmental Agency.
The physical demands and characteristics of the work environment described here are representative of those occurring in the performance of the essential functions of this job. Reasonable accommodation may be provided to enable individuals to perform the essential functions.
Work is performed at The Center in Oak Harbor at the front desk or program areas, sometimes outdoors. Requires ability to sit, walk or stand for extended periods of time, normal visual and hearing acuity, and ability to move furniture and equipment with assistance. May include evening and weekend work.
Safety Statement
We expect employees to ensure compliance with all applicable safety practices and policies, including those established by OSHA/DOSH regulations and the City’s Accident Prevention Program (APP). This includes, but is not limited to, actively identifying, and correcting potential hazards that may affect employee and public safety, including those identified by co-workers. Leading by example to promote a positive culture of workplace safety through everyday action, emphasizing safe completion of work throughout all aspects of developing and carrying out work plans.
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