Administrative Secretary II (Golf/Public Grounds)
Berlin VNA, Berlin, CT, United States
Administrative Secretary II (Golf Course & Public Grounds)
Hours: (28) per week (14 hrs Golf Course/14 hrs Public Grounds) Union Affiliation: White Collar Starting Salary: Group V, Entry Level $30.49/hr
Function: Under the direction of the Director of Golf and the Superintendent of Parks and Grounds, performs office administrative work that is confidential and responsible in nature. Develops and maintains records and filing systems for budgeting, purchasing and staff. Relieves managers of administrative and clerical work.
Typical Duties, Responsibilities, Tasks & Assignments:
Plans and organizes administrative work in accordance with standard office procedures.
Reconciles purchase order balances and updates financial records to ensure accurate account status. Monitors purchase order activity to guarantee proper allocation of funds and prevent overspending.
Generates and tracks purchase orders and prepares invoices for payment for the Director of Golf and the Superintendent of Parks & Public Grounds in accordance with Finance Department procedures.
Screens telephone calls and provides information related to departmental operations, town services, and resources.
Assists in the preparation of departmental budgets (Timberlin Golf Course and Public Grounds) by compiling data and preparing budget documents.
Types and transcribes routine correspondence, reports, and other documents.
Develops and maintains records and filing systems (manual and electronic) for Timberlin Golf Course and Parks & Grounds; manages records retention and disposal in accordance with policy.
Operates standard office equipment, including computers, copiers, calculators, and other administrative tools.
Utilizes Microsoft Word and Excel to support administrative functions and creates professional PowerPoint presentations for monthly Golf and Parks & Recreation Commission meetings.
Prepares and manages facility schedules, maintains facility use agreements and certificates of insurance, and coordinates communication with Timberlin Golf Course, Public Grounds, Police Department, and Berlin Public Schools.
Monitors office equipment for maintenance needs and manages supply inventory.
Performs other related duties as assigned.
Maintains a valid Connecticut driver's license and the ability to travel between departments, Town Hall, and banking institutions.
Special Skills & Requirements: The skills and knowledge required would generally be acquired with a high school diploma and four (4) years of increasingly responsible office administrative work preferred. Ability to acquire working knowledge of regulations and requirements of department activities. Ability to apply principles of office administration to solve practical problems. Ability to develop and maintain files and record systems. Ability to perform bookkeeping duties. Ability to collect and organize data and compose correspondence and reports. Ability to use a computer, utilize existing and new software systems. Ability to exercise initiative and good judgment. Ability to work effectively under pressure and be able to multi-task. Must possess a CT driver's license.
Job Environment: Minimal physical effort generally required in performing duties under typical office conditions. The work requires some physical exertion such as standing, recurring stooping, walking, recurring lifting of moderately heavy items weighing less than 25 pounds. The work may require specific, but common physical characteristics and abilities such as mobility and dexterity.
Hours: (28) per week (14 hrs Golf Course/14 hrs Public Grounds) Union Affiliation: White Collar Starting Salary: Group V, Entry Level $30.49/hr
Function: Under the direction of the Director of Golf and the Superintendent of Parks and Grounds, performs office administrative work that is confidential and responsible in nature. Develops and maintains records and filing systems for budgeting, purchasing and staff. Relieves managers of administrative and clerical work.
Typical Duties, Responsibilities, Tasks & Assignments:
Plans and organizes administrative work in accordance with standard office procedures.
Reconciles purchase order balances and updates financial records to ensure accurate account status. Monitors purchase order activity to guarantee proper allocation of funds and prevent overspending.
Generates and tracks purchase orders and prepares invoices for payment for the Director of Golf and the Superintendent of Parks & Public Grounds in accordance with Finance Department procedures.
Screens telephone calls and provides information related to departmental operations, town services, and resources.
Assists in the preparation of departmental budgets (Timberlin Golf Course and Public Grounds) by compiling data and preparing budget documents.
Types and transcribes routine correspondence, reports, and other documents.
Develops and maintains records and filing systems (manual and electronic) for Timberlin Golf Course and Parks & Grounds; manages records retention and disposal in accordance with policy.
Operates standard office equipment, including computers, copiers, calculators, and other administrative tools.
Utilizes Microsoft Word and Excel to support administrative functions and creates professional PowerPoint presentations for monthly Golf and Parks & Recreation Commission meetings.
Prepares and manages facility schedules, maintains facility use agreements and certificates of insurance, and coordinates communication with Timberlin Golf Course, Public Grounds, Police Department, and Berlin Public Schools.
Monitors office equipment for maintenance needs and manages supply inventory.
Performs other related duties as assigned.
Maintains a valid Connecticut driver's license and the ability to travel between departments, Town Hall, and banking institutions.
Special Skills & Requirements: The skills and knowledge required would generally be acquired with a high school diploma and four (4) years of increasingly responsible office administrative work preferred. Ability to acquire working knowledge of regulations and requirements of department activities. Ability to apply principles of office administration to solve practical problems. Ability to develop and maintain files and record systems. Ability to perform bookkeeping duties. Ability to collect and organize data and compose correspondence and reports. Ability to use a computer, utilize existing and new software systems. Ability to exercise initiative and good judgment. Ability to work effectively under pressure and be able to multi-task. Must possess a CT driver's license.
Job Environment: Minimal physical effort generally required in performing duties under typical office conditions. The work requires some physical exertion such as standing, recurring stooping, walking, recurring lifting of moderately heavy items weighing less than 25 pounds. The work may require specific, but common physical characteristics and abilities such as mobility and dexterity.