Administrative Aide II (Recreation)

Open to City of Wichita Employees Only Be at the center of the action that brings Wichita’s recreation programs to life. The Administrative Aide II – Recreation combines administrative expertise, customer service, and hands-on program support to help deliver safe, organized, and engaging experiences for children, families, and the community. This position supports recreation programs, summer camps, school in-service programs, special events, facility rentals, and daily recreation operations while maintaining the records, schedules, communications, and administrative processes that keep programs running smoothly. From welcoming participants and coordinating program logistics to supporting staff and facility operations, this role directly contributes to the quality of services provided by Wichita Parks & Recreation. Success requires strong organization, communication, adaptability, and a willingness to work where the needs of the program take you, including recreation centers, program sites, indoor and outdoor facilities, and special events. This is an active recreation position that requires flexibility and the ability to work in both an office and program environment. Work Schedule This position requires a flexible work schedule based on recreation programming and operational needs . Work hours and days may vary and may include: Early mornings Daytime hours Evenings Weekends Holidays Summer camp hours School in-service days Special events Seasonal programming Occasional schedule changes based on staffing or operational needs This position should not be considered a traditional Monday–Friday, 8:00 a.m.–5:00 p.m. office position , hours and shifts may vary 1 st shift, 2 nd shift. The employee must be available to adjust their schedule to support programs, facilities, participants, and department operations. Bargaining Unit: Employee Council **Posting may close at any time **

Recreation Program Support Assist with the coordination, setup, implementation, of recreation programs and activities. Gather data from recreation programs and activities to assist with the evaluation of program effectiveness. Provide hands-on assistance with youth and adult recreation programs. Assist with summer camps, school in-service day programs, seasonal programs, special events, athletic activities, and other department initiatives. Interact directly with program participants and assist staff with games, activities, crafts, sports, field trips, and other scheduled programming. Assist with participant check-in/check-out, attendance, rosters, waivers, and other program documentation. Help prepare program areas, equipment, supplies, and materials before activities and assist with cleanup afterward. Monitor programs to help ensure activities are conducted safely and according to department expectations. Provide program coverage when needed due to staffing levels, absences, special activities, or increased participation. Program and Staff Supervision Support the day-to-day operation of assigned programs and activities. Assist with the supervision and direction of part-time, seasonal, temporary, and program staff as assigned. Assist with communicating daily assignments and program expectations to staff. Monitor staff and participant activities and address routine concerns. May be required to provide support for recreational program when resultant staff vacancies occur. Help train new and seasonal employees on program procedures, customer service expectations, safety practices, and facility operations. Communicate significant personnel, participant, safety, or operational concerns to the appropriate supervisor. Assist with ensuring established policies, procedures, and safety expectations are followed. Summer Camp & In-Service Day Responsibilities Assists with summer camp and school in-service day programming. Assist withthe coordination of activities, field trips, meals/snacks, attendance, and participant transitions. Maintain appropriate supervision of children and youth. Assist recreation staff with behavior management and participant concerns. Communicate with parents/guardians as appropriate. Assist with preparing and maintaining required program records and documentation. Respond appropriately to incidents, injuries, emergencies, or other program concerns and assist with the completion of required documentation. Administrative & Office Responsibilities Answer phones, respond to emails, greet customers, and provide information regarding recreation programs, facilities, rentals, and services. Assists with payroll processing to include producing weekly timesheets, entering time into the Munis system and reviewing/releasing payroll into workflow as needed. Assist customers with program registration, payments, reservations, memberships, and general inquiries. Enter and maintain information in RecTrac and other department systems. Prepare correspondence, reports, spreadsheets, schedules, rosters, forms, and other administrative documents. Maintain accurate program participation and attendance records. Assist with monthly reports and other required documentation. Maintain organized electronic and paper files. Assist with purchasing, supply tracking, invoices, deposits, and other administrative processes as assigned. Track deadlines and follow up on outstanding assignments. Assist with communication between recreation facilities, instructors, program staff, customers, community partners, and other City departments. Facility & Operational Support Assist with opening and closing recreation facilities as assigned. Conduct basic facility walkthroughs and identify safety, maintenance, or operational concerns. Assist with room and facility setups for programs, rentals, meetings, and special events. Monitor supplies and equipment and communicate replacement or maintenance needs. Assist with facility rentals and customer needs during scheduled activities. Provide operational coverage at recreation centers or other department locations as needed. General Expectations The Administrative Aide II – Recreation is expected to be equally comfortable completing administrative assignments in an office environment and providing hands-on support in a recreation setting. The position requires strong customer service, organization, communication, adaptability, teamwork, and the ability to work effectively with children, adults, families, recreation staff, instructors, and community partners. The employee may be assigned other related administrative, program, facility, or operational duties as necessary to meet the needs of the Park & Recreation Department.

Assist with the coordination, setup, implementation, of recreation programs and activities.

Gather data from recreation programs and activities to assist with the evaluation of program effectiveness.

Provide hands-on assistance with youth and adult recreation programs.

Assist with summer camps, school in-service day programs, seasonal programs, special events, athletic activities, and other department initiatives.

Interact directly with program participants and assist staff with games, activities, crafts, sports, field trips, and other scheduled programming.

Assist with participant check-in/check-out, attendance, rosters, waivers, and other program documentation.

Help prepare program areas, equipment, supplies, and materials before activities and assist with cleanup afterward.

Monitor programs to help ensure activities are conducted safely and according to department expectations.

Provide program coverage when needed due to staffing levels, absences, special activities, or increased participation.

Support the day-to-day operation of assigned programs and activities.

Assist with the supervision and direction of part-time, seasonal, temporary, and program staff as assigned.

Assist with communicating daily assignments and program expectations to staff.

Monitor staff and participant activities and address routine concerns.

May be required to provide support for recreational program when resultant staff vacancies occur.

Help train new and seasonal employees on program procedures, customer service expectations, safety practices, and facility operations.

Communicate significant personnel, participant, safety, or operational concerns to the appropriate supervisor.

Assist with ensuring established policies, procedures, and safety expectations are followed.

Assists with summer camp and school in-service day programming.

Assist withthe coordination of activities, field trips, meals/snacks, attendance, and participant transitions.

Maintain appropriate supervision of children and youth.

Assist recreation staff with behavior management and participant concerns.

Communicate with parents/guardians as appropriate.

Assist with preparing and maintaining required program records and documentation.

Respond appropriately to incidents, injuries, emergencies, or other program concerns and assist with the completion of required documentation.

Answer phones, respond to emails, greet customers, and provide information regarding recreation programs, facilities, rentals, and services.

Assists with payroll processing to include producing weekly timesheets, entering time into the Munis system and reviewing/releasing payroll into workflow as needed.

Assist customers with program registration, payments, reservations, memberships, and general inquiries.

Enter and maintain information in RecTrac and other department systems.

Prepare correspondence, reports, spreadsheets, schedules, rosters, forms, and other administrative documents.

Maintain accurate program participation and attendance records.

Assist with monthly reports and other required documentation.

Maintain organized electronic and paper files.

Assist with purchasing, supply tracking, invoices, deposits, and other administrative processes as assigned.

Track deadlines and follow up on outstanding assignments.

Assist with communication between recreation facilities, instructors, program staff, customers, community partners, and other City departments.

Assist with opening and closing recreation facilities as assigned.

Conduct basic facility walkthroughs and identify safety, maintenance, or operational concerns.

Assist with room and facility setups for programs, rentals, meetings, and special events.

Monitor supplies and equipment and communicate replacement or maintenance needs.

Assist with facility rentals and customer needs during scheduled activities.

Provide operational coverage at recreation centers or other department locations as needed.

Required Experience and Training High School Diploma Two (2) years of experience performing administrative support duties that include preparing correspondence, reports, spreadsheets, schedules, rosters, forms, maintaining records and files, entering and retrieving information in computer systems, processing invoices or payments, or preparing and reviewing employee timesheets. Two (2) years of experience providing customer service through direct interaction with customers, program participants, parents or guardians, facility users, or members of the public to provide information, answer questions, process transactions, resolve routine concerns, or explain services, policies, procedures, or program requirements. A valid Driver’s License Must be legally authorized to work in the United States without the need of a sponsorship Preferred Experience and Training Two (2) years of experience supporting or assisting with the delivery of recreation programs, summer camps, youth programs, adult programs, athletics, special events, facility rentals, or community programs, including participant registration, attendance tracking, program setup, activity support, or maintaining program records. Two (2) years of experience using recreation management or registration software to register participants, process payments, maintain participant records, manage facility reservations, or generate program reports. Starting pay for current City employees will be determined by City of Wichita policy or applicable bargaining unit agreement. Offers of employment are contingent upon passing a pre-employment physical, which includes drug screening, and upon satisfactory evaluation of the results of a criminal record check.

High School Diploma

Two (2) years of experience performing administrative support duties that include preparing correspondence, reports, spreadsheets, schedules, rosters, forms, maintaining records and files, entering and retrieving information in computer systems, processing invoices or payments, or preparing and reviewing employee timesheets.

Two (2) years of experience providing customer service through direct interaction with customers, program participants, parents or guardians, facility users, or members of the public to provide information, answer questions, process transactions, resolve routine concerns, or explain services, policies, procedures, or program requirements.

A valid Driver’s License

Must be legally authorized to work in the United States without the need of a sponsorship

Two (2) years of experience supporting or assisting with the delivery of recreation programs, summer camps, youth programs, adult programs, athletics, special events, facility rentals, or community programs, including participant registration, attendance tracking, program setup, activity support, or maintaining program records.

Two (2) years of experience using recreation management or registration software to register participants, process payments, maintain participant records, manage facility reservations, or generate program reports.

Starting pay for current City employees will be determined by City of Wichita policy or applicable bargaining unit agreement.

Offers of employment are contingent upon passing a pre-employment physical, which includes drug screening, and upon satisfactory evaluation of the results of a criminal record check.

Applicants have rights under Federal Employment Laws. Please find more information under the following links:

https://www.dol.gov/sites/dolgov/files/WHD/legacy/files/fmlaen.pdf https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf https://www.dol.gov/sites/dolgov/files/WHD/legacy/files/eppac.pdf

Yes

No

Some High School

High School/GED

Some College

Associates Degree

Bachelors Degree

Masters Degree

Doctorate/JD

Less than 6 months of experience

6 months - 1 year of experience

2 - 3 years of experience

4 + years of experience

I do not have any experience performing administrative support duties that include preparing correspondence, reports, spreadsheets, schedules, rosters, forms, maintaining records and files, entering and retrieving information in computer systems, processing invoices or payments, or preparing and reviewing employee timesheets.

I do not have any experience providing customer service through direct interaction with customers, program participants, parents or guardians, facility users, or members of the public to provide information, answer questions, process transactions, resolve routine concerns, or explain services, policies, procedures, or program requirements.

I do not have any experience supporting or assisting with the delivery of recreation programs, summer camps, youth programs, adult programs, athletics, special events, facility rentals, or community programs, including participant registration, attendance tracking, program setup, activity support, or maintaining program records.

I do not have any experience using recreation management or registration software to register participants, process payments, maintain participant records, manage facility reservations, or generate program reports.

Required Question