Recreation Department Office Clerk

City of Belleville - Belleville, IL

Full-time - Entry Level

Belleville, IL

Executive, Legislative, and Other General Government Support

About the position

The Recreation Department Office Clerk position at the City of Belleville involves a variety of secretarial and clerical duties essential for the smooth operation of the Parks and Recreation Office. The role requires assisting with reception duties, answering phones, typing, filing, and computerized data input. The clerk will be responsible for processing rosters, collecting fees, taking program registrations, and scheduling facility reservations through various channels including phone, mail, and walk-in requests. Additionally, the clerk may be required to temporarily work in another office within the City due to absence or heavy workload, with the consent of the Director of Public Works. In this role, the clerk will process correspondence, rosters, certificates, forms, deposits, and other items pertinent to the Parks and Recreation Office. The clerk will assist the public in person, via email, or by telephone, disseminating requested information effectively. The position also involves assisting with sports leagues, day camps, and special events by taking registrations, preparing rosters, collecting fees, and designing and printing necessary forms and flyers as directed. The clerk will be responsible for scheduling ball fields and monitoring reservation requests within parks and recreation facilities. This includes collecting payments, obtaining Certificates of Insurance (COIs), ordering and scheduling necessary rentals for events, and preparing reservations in the software system. The clerk will also receive and monitor special event approvals from the City Clerk's office and reserve facilities and equipment as needed. Weekly reports of reservations and equipment rentals will be generated and provided to other city departments as required. The role requires conducting data input and utilizing various computer software programs for word processing, graphics, bookkeeping, and other tasks. The clerk will assist office personnel with various tasks as requested and may serve on committees for event planning. Adherence to proper safety techniques and the use of safety equipment is essential, and the clerk may perform other related duties as assigned.

Responsibilities

• Processes correspondence, rosters, certificates, forms, deposits, and other items for the Parks and Recreation Office.
• Assists the public in person, through email, or by telephone, disseminating requested information.
• Assists with sports leagues, day camp, and any other special events by taking registration and preparing rosters and collecting fees and designing and printing forms and fliers as directed.
• Responsible for scheduling of ball fields and monitoring reservation requests within parks and recreation facilities, including collecting payments, COIs, ordering and scheduling necessary rentals for events, and preparing reservations in the software system.
• Receives and monitors special event approvals from the City Clerk's office and reserves facilities and equipment as needed.
• Responsible for running weekly reports of reservations and equipment rentals and providing them to other city departments as needed.
• Conducts data input and utilizes a variety of computer software programs to accomplish word processing, graphics, bookkeeping, and other tasks.
• Assists office personnel with various tasks as requested.
• Serves on committees as required for event planning.
• Adheres to proper safety techniques and utilizes safety equipment.
• May temporarily work in another City office to perform clerical/receptionist duties due to an absence or heavy workload, with consent of the Director of Public Works.
• Performs other related duties as assigned.

Requirements

• High school diploma or equivalent.
• Experience in clerical or administrative support roles.
• Proficiency in computer software programs for word processing, data entry, and bookkeeping.
• Strong communication skills, both verbal and written.
• Ability to work effectively with the public and provide excellent customer service.
• Organizational skills and attention to detail.

Nice-to-haves

• Experience in a recreation or municipal setting.
• Familiarity with scheduling software or reservation systems.
• Basic knowledge of safety techniques and equipment.

Benefits

• Health insurance coverage.
• Paid holidays and vacation time.
• Retirement savings plan options.