Franklin County is hiring: Administrative Assistant in Columbus

Overview

Purpose
To serve as a "first impression" ambassador of Metro Parks by being an enthusiastic presence when providing assistance to Metro Parks' visitors and employees in person, on the phone, or via email.

Responsibilities

• Unlocking/Locking headquarters' front door in accordance with posted office hours.
• Greeting visitors and employees in a pleasant manner; helping visitors and employees entering the Metro Parks' headquarters feel welcomed.
• Answering the main phone line and responding or directing calls as needed, assisting visitors and employees with reservations for facilities, shelters, programs, special events, etc. RecTrac is the reservation software Metro Parks currently utilizes.
• Assisting visitors and staff with their request/questions, coordinating information with the staff who can assist if it's not a request/question you can assist with.
• Listening, ascertaining, and problem-solving visitor and staff inquiries and/or complaints.
• Responding to and/or forwarding online "infoline" requests to the appropriate internal staff.
• Processing weekly deposit refunds for cancelled reservations.
• Generating reports, making copies, laminating, and performing general clerical and administrative tasks.
• Ordering and maintaining office, postage, and copier machines and supplies.
• Preparing outgoing mail; receiving, sorting, and distributing incoming mail.
• Signing for deliveries and notifying staff of deliveries made.
• Providing administrative support to headquarters' staff, including creating forms, spreadsheets, and flyers, maintaining records (electronically and manually), writing letters, and working on special projects.
• Coordinating with management on supplies needed at headquarters (lightbulbs, toilet paper, paper towels, soap, etc.).
• Maintaining the general tidiness of the front office area, copier and postage areas, the headquarters fridge, and other shared areas.
• Maintaining bulletin boards for employee information, formal bid postings, office hours, etc.
• Performing all other duties as assigned.

Qualifications

• Education/Experience: Demonstrated experience in customer service, receptionist, reservationist preferred. Excellent customer service, communications, interpersonal and writing skills necessary. Ability to routinely exercise independent judgment and discretion.
• Computer/Software Skills: Proficient in using computers, web-based programs, email, social media platforms, and Microsoft Office products. Experience with RecTrac is a plus.
• Team-Oriented: Works on a team. Outstanding customer service, communications and interpersonal skills.
• Attendance: Being present at work is an essential function of the position.
• Language Skills: Ability to communicate effectively both verbally and in writing with a variety of people, including other employees, vendors, contractors, managers, Board Members, and the general public. Ability to maintain confidentiality. Ability to compose various types of correspondence.
• Mathematical Skills: Ability to deal with non-verbal symbols in formulas, equations or graphs; ability to prepare meaningful, concise, and accurate reports; ability to calculate fractions, decimals, percentages; ability to recognize errors and make corrections.
• Reasoning Ability: Ability to define problems, collect data, establish facts, draw valid conclusions and develop appropriate recommendations to resolve identified problems; ability to proofread materials, recognize errors and make corrections; ability to gather, collate and classify information about data, people, and things. Ability to design and produce concise and accurate reports that provide management with meaningful data for decision-making. Ability to understand broad organizational objectives and provide supporting data.
• Licenses, Registrations: Possession of a valid Ohio driver license and ability to be insured by Metro Parks' insurance. Ability to conform to the driving standards policy.
• Physical Demands: While performing the duties of this job, the employee is regularly required to sit for prolonged periods of time, stand, walk/move, talk and hear, etc. The employee is required to use hands and fingers to key data, use calculator, use computer, file paperwork, etc.
• Work Environment: While performing the regular duties of this job, the employee regularly works in an office environment, with exposure to moderate noise levels. Employee may be occasionally required to travel to parks throughout the District for meetings, training, etc.

Other Information

The above Description represents the essential and most significant duties of this position. It is not intended to exclude other work duties, assignments and responsibilities not mentioned herein. In addition to the job description, further information in performing duties is found in the Metro Parks' Rules & Regulations, Employee Handbook, Ranger Manual, Maintenance Manual, and Emergency Response Guidelines.

Columbus and Franklin County Metro Parks has a longstanding commitment to provide a safe, quality-oriented and productive work environment. Alcohol and drug abuse poses a threat to the health and safety of Columbus and Franklin County Metro Parks' employees and to the security of the organization's equipment and facilities. For these reasons, Columbus and Franklin County Metro Parks is committed to maintaining a drug and alcohol-free work environment.

Supervision

Received: Visitor Engagement Manager
Given: None

FLSA Status

Given the nature of this classification's duties/responsibilities, it has been designated as Non-Exempt under the governing Fair labor Standards Act and, therefore, is entitled to formal overtime compensation and/or formal compensatory time.

Core Values

• Attendance: Is at work as scheduled; reports to work on time; follows proper procedures for requesting leave or calling off.
• Policies & Procedures: Follows established policies and procedures; inquires of supervisor if unclear on policy/procedure, includes following safety policies, procedures and protocols.
• Professionalism: Handles the responsibilities of the position in an effective manner; maintains integrity and appropriate behavior in dealing with conflicts and challenges with the public, co-workers, and managers; offers differing points of view in an acceptable manner.
• Team Player: Supports other members of the organization in accomplishing their goals and projects; recognizes and credits others for their contribution in achieving goals.
• Positive Attitude: Supports Metro Parks established priorities at all times; cultivates team environment; exhibits enthusiasm while carrying out responsibilities; looks for solutions to work conflicts and challenges.
• Productivity: Thoroughly completes work in a timely manner; organizes and plans assignments well or follows supervisory instructions well with little explanation; follows-up as needed.
• Quality: Demonstrates technical competence, meets job expectations; completes assignments with few errors.
• Initiative: Does not wait to be told what to do; appropriately makes suggestions for improvements; does not hesitate when things do not go according to routine and quickly adjust to meet exceptions.
• Interpersonal Communication: Interacts with others with tact and courtesy; communicates clearly and effectively; shares information with supervisor or coworkers to achieve goals; responsive to the public.