Office Specialist - Administration (full time)

Parks, Recreation and Tourism is seeking a dynamic individual that has a passion for serving the public to provide extraordinary customer service and perform duties related to the front office and Visitor Center of the Parks, Recreation and Tourism Department.

Primary duties include answering phones, greeting visitors and providing information on areas of interest, department's services, programs and facilities, registers participants, and processes transactions. May provide assistance at department-wide special events and programs to include accepting registrations and responsibilities associated with the department marketing table. May provide assistance at other facility locations for reception of visitors and answering phones. Related duties include but are not limited to:

Provides excellent customer service that meets the expectations of the City's Customer Service Initiative, while following set standards for providing customer service for the Visitor Center. Applies customer service techniques, uses tact and maintains professionalism in all communications with the public, employees and volunteers. Greets citizens, visitors, employees and volunteers in person, by phone, or email; provides varied information related to departmental programs, events and facilities, areas of interest, travel and tourist attractions and other city services.

Proofreading and editing of documents, flyers, calendars, and creation of content. May schedule and create content for social media. Will adhere to City branding guidelines and standards. Navigates Departmental and other City websites and social media for informational purposes. Works with graphic design software, and image editing and creates flyers, and marketing materials.

Uses point-of-sale and recreation management software to register participants for various programs and services, and processes other monetary transactions such as: facility and shelter rentals, merchandise sales, skate and dog park passes, issues permits, reservations and receipts. Transaction processing includes, fund collection, credit card processing, money and check handling, performs closeout processes and reconciles deposit, all in compliance with applicable accounting procedures.

Provides assistance for a least 2 department-wide special events and programs to include accepting registrations and responsibilities associated with the department marketing table. May provide administrative support for other departmental divisions, and attend meetings and board special events, take minutes, and completes other related administrative tasks.

Assists with inventory management, processing, distribution and restocking of various media and marketing materials, such as flyers, brochures, forms, advertisements, announcements, guides, and pamphlets. Assembles welcome bags, handles fulfillment of visitors guide and other brochures.

Maintains, orders and distributes office supply inventory, Assist with mail distribution.

Makes appointments, schedules meetings and updates associated calendars.

Assists with special projects as needed and performs other related duties as assigned.

Required Qualifications
VOCATIONAL / EDUCATIONAL REQUIREMENT :
Requires a high school diploma or GED and any combination of education and experience equivalent to satisfactory completion of one year of college education in word processing, secretarial skills, or a closely related field.

EXPERIENCE REQUIREMENT :
In addition to satisfying the vocational/education standards, this position requires a minimum of two years of full-time equivalent experience in administrative support.

SPECIAL CERTIFICATIONS AND LICENSES :
Depending on departmental operational requirements, may require valid driver's license and driving record in compliance with the City Driving Standards .

SPECIAL REQUIREMENTS :
Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.

Preferred Qualifications
Excellent customer service skills and should possess the initiative to always seek ways to improve work methods and processes.

Excellent written and proofreading skills.

Familiarity with standard office procedures, practices and office equipment. Knowledge of various business correspondence and ability to compose such as letters and memos.

Ability to maintain flexibility with assignments and prioritize tasks.

Proficiency with Microsoft Office including Microsoft Outlook or similar e-mail software.

Experience with registration management, point of sale, graphic design software and systems.

Experience in creating marketing materials.

Team-oriented with ability to successfully interact with all employees and realize the importance of all facets of the department.

Must be dependable and possess the ability to work independently with good problem-solving skills.

Some accounting background and cash-handling experience.

Interest in dealing with the public and working with people.

Knowledge of Chesapeake shopping, dining, events, and attractions as well as working knowledge of regional events and attractions or desire to learn.

Will work at least 2 department special events outside of normal scheduled duties and/or work hours.