Program Aide

Under general supervision, to provide routine to moderately complex clerical and administrative support to an assigned program including word processing, data entry, telephone and counter reception, receipt of payments, processing of invoices, recordkeeping, and filing; to provide program-specific information and assistance to the public, department and City staff, and other stakeholders; and to perform related work as required. This recruitment will fill multiple part-time vacancies in the Parks and Community Services Department and the Public Services Department.

SUPERVISION EXERCISED

Exercises no supervision over staff. Perform a wide variety of routine to moderately complex administrative duties in support of assigned program(s) including filing, preparing records and basic reports, cashiering duties, front desk reception in person and over the phone, and ordering and maintaining office and other related supplies. Maintain accurate and detailed records, verifies accuracy of information, researches discrepancies, and records information. Verify and review forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files. Prepare, copy, collate, and distribute a variety of documents including informational packets and marketing and outreach materials and specifications; ensures proper filing of copies in departmental or central files. Screen calls, visitors, and incoming mail; assists public at front counter and directs public to appropriate locations and/or staff; respond to complaints and requests for information; assist in interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public; directs callers to appropriate City staff as necessary. Compose, type, format, and proofread a variety of routine reports, letters, documents, flyers, brochures, calendars, and memoranda; types from rough drafts or verbal instructions; checks drafts for punctuation, spelling, and grammar; suggests corrections. Receive, open, time stamp, sort, and distribute incoming and interdepartmental mail; prepares and distributes outgoing mail. Compile information and data for administrative, statistical, and financial reports; checks data; prepare and assembles reports, manuals, articles, announcements, and other informational materials. Maintain and update departmental and/or programmatic record systems; enter and update information with program activity, inventory files, and report summaries; assist with the collections, reporting, and recording of information regarding the activities of assigned program. Assist with the development and implementation of program plans, objectives, and goals; makes recommendations for program improvements and modifications. Assist with the delivery of program services pursuant to program objectives and requirements; ensures that materials, supplies, and equipment necessary for program service delivery are available and properly placed. Exhibit effective leadership and instruction skills in the services and activities for which he/she is responsible; effectively communicate these skills and techniques to participants, contractors, the public, and staff members. Perform a variety of miscellaneous duties such as answering telephones, typing correspondence, picking up supplies for activities and services, assisting with City programs and events and providing information to the public. Participate in the development of marketing, outreach, and educational materials for assigned program including flyers, social media posts, educational packets, and other materials; maintain and update information kiosks and websites as needed. Participate in the planning and implementation of events. Perform other duties as assigned.

Knowledge of:

Practices and procedures of assigned program(s) and applicable City policies. Principles and practices of data collection and report preparation. Modern office practices, methods, and computer equipment and applications, including word processing, database, and spreadsheet applications. Principles and practices of social services and public service programs. Applicable Federal, State, and local laws, codes, and regulations. Basic mathematical principles. Principles of business letter writing. Principles and procedures of record keeping. Basic principles of record-keeping and cash handling. English usage, spelling, vocabulary, grammar, and punctuation. Techniques for providing a high level of customer service to public, and City staff, in person and over the telephone. Safe driving principles and practices.

Skill to:

Operate modern office equipment including computer equipment and Microsoft Office suite. Operate a motor vehicle safely.

Ability to:

Respond to and effectively prioritize multiple phone calls and other requests for service. Learn, interpret, and apply administrative and departmental policies and procedures. Compose correspondence and reports independently or from brief instructions; maintain records and databases. Make accurate arithmetic computations. Perform responsible clerical support work with accuracy, speed, and minimal supervision. Learn and understand the organization and operation of the City, assigned program, and outside agencies as necessary to assume assigned responsibilities. Organize, maintain, and update office database and records systems. File materials alphabetically, chronologically, and numerically. Schedule and coordinate projects; set priorities; adapt to changing priorities; meet critical time deadlines. Learn pertinent procedures and functions quickly and apply them without immediate supervision. Maintain accurate records. Understand and follow oral and written instructions. Communicate clearly and concisely, both orally and in writing. Operate modern office equipment, including computer equipment and word-processing, database, and spreadsheet application programs. Use English effectively to communicate in person, over the telephone, and in writing. Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Experience:

One year of responsible clerical or customer service experience.

Training:

Equivalent to a high school diploma.

License or Certificate:

Possession of an appropriate, valid driver's license and insurability at regular rates for the City's automobile insurance.

Special Requirements:

Essential duties require the following physical skills and work environment: Ability to work in a standard office environment including ability to sit, stand, walk, kneel, crouch, stoop, squat, twist, and lift 50 lbs.; exposure to outdoors; ability to travel to different sites and locations.

Working Conditions:

May be required to work a varied schedule of hours, which may include early mornings, evenings, weekends, and holidays, at a variety of City facilities.