Therapeutic Recreation Administrative Aide

Posting number: NM.102 08-26

Department: RECREATION & PARKS

Job classification: NON-MERIT POSITION

Posting type: Open

Categories: Administrative Assistant, Clerical & Data Entry, Customer Service, Health Care Support

Summary

A vacancy for a Non-Merit Therapeutic Recreation Administrative Aide exists in the Baltimore County Department of Recreation and Parks.

Regular schedule: 34 hours per week. Plus County benefits.

Non-Merit positions are not classified within the Baltimore County Government Classification and Compensation Plan.

All interested candidates must apply at this time.

A referral list will be established based on the examination as outlined below.

Please note: Failure to complete all fields of the “Work Experience” section of the application will result in your application not being considered. A resume will not be considered in determining your qualifications for a position. Applicants selected for an interview may provide a resume at that time.

Examples of duties

Job Purpose
Under general supervision, performs comprehensive administrative, clerical, customer service, and program support duties for the Therapeutic Recreation Office. Provides administrative support to staff, participants, families, caregivers, volunteers, and community partners and assists with coordinating and administering therapeutic recreation programs, camps, adaptive recreation programs, inclusion services, grant-funded initiatives, special events, and daily office operations.

Essential Job Duties

• Greets and directs participants, families, caregivers, volunteers, visitors, and staff.
• Provides courteous, professional, and responsive customer service.
• Answers and routes incoming telephone calls and responds to routine inquiries regarding therapeutic recreation programs, camps, inclusion services, adaptive recreation opportunities, special events, registration procedures, departmental policies, and community resources.
• Uses County software platforms to prepare correspondence and support daily administrative operations.
• Uses County software platforms to assist with registration and enrollment for therapeutic recreation programs, camps, adaptive recreation programs, and special events; maintains participant records; and compiles reports.
• Compiles, maintains, and distributes work schedules for occasional employees supporting therapeutic recreation programs, camps, inclusion services, adaptive recreation programs, and special events.
• Maintains confidential participant records, accommodation requests, emergency contacts, medical documentation, attendance records, personnel files, and other departmental records in accordance with County policies and confidentiality requirements.
• Prepares, duplicates, and distributes flyers, brochures, newsletters, reports, correspondence, meeting materials, schedules, forms, and promotional materials in support of the Department’s marketing and communications team.
• Maintains calendars, schedules meetings, reserves meeting space, and coordinates logistics for staff meetings, trainings, volunteer orientations, and special events.
• Assists with preparing personnel-related documents, including seasonal and occasional hiring paperwork, certification records, volunteer documentation, payroll support, and onboarding materials.
• Provides administrative support for grant-funded therapeutic recreation programs by maintaining records, compiling participant and attendance statistics, preparing supporting documentation, maintaining grant files, and assisting with grant reporting and compliance requirements.
• Compiles attendance, participation, financial, and statistical reports to support program evaluation, operational planning, grant reporting, and departmental initiatives.
• Assists with ordering and organizing office supplies, adaptive recreation equipment, program supplies, and educational materials.
• Monitors inventories of office supplies, adaptive recreation equipment, program supplies, and educational materials.
• Receives, sorts, logs, and distributes incoming mail, packages, deposits, invoices, and departmental correspondence.
• Operates office equipment, including computers, telephones, scanners, copiers, printers, and other automated office systems.
• Maintains electronic and paper filing systems in accordance with County record retention requirements.
• Assists staff with preparing therapeutic recreation programs, adaptive recreation activities, camps, trainings, meetings, outreach events, and special events.

Examples of Other Duties

• Creates and maintains spreadsheets, databases, schedules, and tracking.
• Assists with departmental mailings, records management, and special administrative projects.
• May serve as a recreation leader or site monitor during therapeutic recreation programs, adaptive recreation activities, camps, training sessions, meetings, outreach events, and special events.
• Performs other related duties as assigned.

NOTE: The duties and responsibilities listed above are for the purpose of determining a common set of minimum qualifications for this position. They may not include all of the essential job functions of this position. Each position may not be required to perform all of the essential job functions listed.

Qualifications

Education and Experience

Education:
Possession of a high school diploma or an appropriate equivalent.

Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education.

Experience:
At least one (1) year of general clerical or administrative experience in a position requiring significant use of word processing and office software, records management, scheduling, and data entry; and extensive telephone, electronic, and in-person customer service.

Additional education related to office administration, business, secretarial science, or a closely related field may be substituted on a year-for-year basis for the required experience.

Preferred Experience:
Experience supporting recreation, therapeutic recreation, healthcare, human services, education, or other community-based programs, including working with individuals with disabilities and their families.
Experience with an HRIS program, such as Workday.
Experience with a permit registration program, such as CivicRec.
Strong experience with customers with disabilities and their families.

Knowledge, Skills and Abilities

• Knowledge of modern office practices, procedures and records management.
• Knowledge of therapeutic recreation programs, adaptive recreation services, inclusion services, community resources and County registration procedures.
• Working knowledge of an HRIS system, a permit registration program, Microsoft Office Suite, and other Baltimore County departmental software applications.
• Ability to communicate effectively and professionally with individuals with disabilities, families, caregivers, volunteers, community organizations, and County staff.
• Ability to compile attendance, participation, and statistical data for grant reporting and program evaluation.
• Ability to compile work schedules, prepare reports, organize multiple priorities, and maintain accurate records.
• Ability to create flyers, newsletters, reports, spreadsheets, and promotional materials using Microsoft Office and other applications.
• Ability to establish and maintain effective working relationships with participants, coworkers, community partners, and the public.
• Ability to maintain confidential participant, personnel, medical, grant, and program records.
• Ability to organize work independently while managing multiple assignments and meeting deadlines.
• Ability to perform basic mathematical calculations and prepare accurate reports.
• Skill in operating office equipment and automated office systems.

EXAMINATION PROCEDURES
Applicants meeting the required qualifications as stated above may be scheduled for a written test to assess customer service skills and a computer-based test to assess competency in Typing, Windows file management, Microsoft Word, Excel, and Publisher.

Supplemental information

Physical and Environmental Conditions
This position may require working fixed shifts (Monday-Friday) or rotating shifts. Shifts may include at least two weeknights and may include weekends or holidays.

The work of this position is essentially sedentary with occasional walking, lifting, and other restricted physical activities.

This position may be located in a recreation community office, park, or site. The location may be an isolated, secluded, or solitary work environment.

Employment Background Investigation
Applicants selected for employment with Baltimore County must successfully complete an employment investigation, including, but not limited to, criminal background, education, and fingerprinting checks.