Program Aide

JOB
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 EXERCISEDExercises no supervision over staff.

EXAMPLE OF DUTIES
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.

SUPPLEMENTAL INFORMATION
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.