Office Assistant I - Recreation Administration

City of Pasadena • Pasadena, TX

2d

About The Position

The Office Assistant I performs a wide variety of administrative, clerical, and customer service duties in support of the Parks and Recreation Department. The Office Assistant I serves as a primary point of contact for the public and departmental staff, ensuring efficient office operations, accurate recordkeeping, and responsive customer service while supporting departmental programs, services, and special events. Daily Duties: Answer and route incoming telephone calls and in-person inquiries in a professional, courteous, and customer-focused manner. Provide accurate information and assistance to the public, staff, and external partners regarding Parks and Recreation programs, facilities, and services. Receive, document, and process service requests from initial contact through completion, assigning tasks to appropriate staff and closing requests in a timely manner. Schedule and manage rental of City of Pasadena parks and facilities for internal and external users utilizing the RecDesk system. Perform cash handling functions, including receiving payments, reconciling daily receipts, and preparing and submitting deposits in accordance with City policies. Place departmental orders for supplies, equipment, and services using approved purchasing methods while adhering to City purchasing and procurement guidelines. Verify receipt of goods and services and prepare required documentation for vendor payment processing. Serve as custodian of petty cash, ensuring funds are accurately tracked, balanced, and replenished as needed. Track compensatory time for overtime-exempt personnel and maintain accurate records. Prepare and submit departmental agenda items and supporting documentation; track items through approval and implementation. Maintain and organize personnel files, ensuring confidentiality, accuracy, and compliance with record retention requirements. Take and accurately relay messages to appropriate personnel in a timely manner. Assist in the development, review, and maintenance of departmental policies and procedures. Take notes and prepare summaries during departmental meetings as assigned. Maintain all required licenses, certifications, clearances, and job-related requirements without interruption. Adhere to assigned work schedules and comply with the City's timekeeping and attendance policies. May be required to work evenings, weekends, or holidays as needed to support departmental operations or events. Weekly Duties: Process facility rental deposit refunds accurately and in a timely manner. Serve as department administrator for City of Pasadena purchasing cards, ensuring compliance with all applicable policies and procedures. Bi-Weekly Duties: Coordinate and process payroll for assigned departmental divisions, ensuring accuracy and compliance with payroll deadlines.

Requirements

• High school diploma or GED, plus two to three (2–3) years of clerical, administrative, or secretarial experience; or an equivalent combination of education and experience.
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Ability to type a minimum of 45 words per minute with accuracy.
• A valid Texas Driver's license and a good driving record.

Nice To Haves

• Bi-lingual (English/Spanish)

Responsibilities

• Answer and route incoming telephone calls and in-person inquiries in a professional, courteous, and customer-focused manner.
• Provide accurate information and assistance to the public, staff, and external partners regarding Parks and Recreation programs, facilities, and services.
• Receive, document, and process service requests from initial contact through completion, assigning tasks to appropriate staff and closing requests in a timely manner.
• Schedule and manage rental of City of Pasadena parks and facilities for internal and external users utilizing the RecDesk system.
• Perform cash handling functions, including receiving payments, reconciling daily receipts, and preparing and submitting deposits in accordance with City policies.
• Place departmental orders for supplies, equipment, and services using approved purchasing methods while adhering to City purchasing and procurement guidelines.
• Verify receipt of goods and services and prepare required documentation for vendor payment processing.
• Serve as custodian of petty cash, ensuring funds are accurately tracked, balanced, and replenished as needed.
• Track compensatory time for overtime-exempt personnel and maintain accurate records.
• Prepare and submit departmental agenda items and supporting documentation; track items through approval and implementation.
• Maintain and organize personnel files, ensuring confidentiality, accuracy, and compliance with record retention requirements.
• Take and accurately relay messages to appropriate personnel in a timely manner.
• Assist in the development, review, and maintenance of departmental policies and procedures.
• Take notes and prepare summaries during departmental meetings as assigned.
• Maintain all required licenses, certifications, clearances, and job-related requirements without interruption.
• Adhere to assigned work schedules and comply with the City's timekeeping and attendance policies.
• May be required to work evenings, weekends, or holidays as needed to support departmental operations or events.
• Process facility rental deposit refunds accurately and in a timely manner.
• Serve as department administrator for City of Pasadena purchasing cards, ensuring compliance with all applicable policies and procedures.
• Coordinate and process payroll for assigned departmental divisions, ensuring accuracy and compliance with payroll deadlines.

Benefits

• Employee-only medical insurance starts as low as $15 per month and the most expensive Employee & Family plan is less than $350 per month .
• The City has its own medical clinic staffed with a M.D. and two medical assistants. Employees and their covered dependents over the age of 5 can visit the clinic FREE OF CHARGE.
• Employees and their covered dependents also have access to Virtual Visits with a medical professional FREE OF CHARGE .
• The City offers college tuition reimbursement of up to $3,500 per year.
• As an employee, you will contribute a portion of your salary each pay-period towards your retirement and the City will match your contribution by 200% . Example, if you contribute $100, the City will contribute $200.
• Civilian employees accumulate vacation at the following rates: Less than 6 years of service - two weeks of vacation per year. From 6 to less than 11 years of service - three weeks of vacation per year. From 11 to less than 21 years of service – four weeks of vacation per year. From 21 to less than 26 years of service – five weeks of vacation per year. From 26 years of service and up – six weeks of vacation per year.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED