Management Assistant - Parks & Recreation

POSITION SUMMARY  

Under the direction of the Director of Parks and Recreation, this position is responsible for supporting and assisting the Director, by performing a diverse range of professional, administrative, and technical responsibilities.  This position will serve as a primary point of contact for the P&R department providing exemplary customer service to the public and internal departments. Duties include but are not limited to coordinating, assembling, preparing, and reviewing materials and financial data, customer service, and handling the daily operational needs for the overall coordination and support of the Department and its Director. 

ESSENTIAL FUNCTIONS

The following duties are typical for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to demonstrate competence and satisfactory performance of these duties. Other duties may be required and assigned.

1. Assists Parks and Recreation with policy administration, streamlining processes and procedures, writing reports and correspondences, supporting various project initiatives and directives, and other related matters.
2. Assists Parks and Recreation with other administrative duties as required to include, but not limited to program development and oversight, employee relations, and local, state, and federal compliance issues.
3. Research and compile data as needed for special projects and assignments.
4. Provides administrative support for Parks and Recreation Commission meetings, including assembling and establishing background materials and preparing meeting minutes as needed.
5. Assist with budgeting, preparing project timelines, coordinating with other departments and consultants, and other project management duties as assigned.  
6. Maintains file retention and records for Parks and Recreation.
7. Attends conferences and seminars for educational purposes.
8. Updates and manages content on division website and assists other divisions within the department with website content.
9. Prepares agenda items and staff reports and assists department staff with the same.
10. Acts as a primary contact for the department when necessary and assists customers in finding the correct contact within the organization.
11. Efficiently prepares and submits invoices, credit card reconciliations, timesheets, and other documents; prepares cash/credit reports and submits to finance.
12. Coordinates and schedules meetings with staff, citizens, and other stakeholders.
13. Coordinates multiple facility reservations and assists staff with ballfield practice reservations
14. Works with staff to identify and order office, department and activity supplies
15. Assists in gathering information and preparing packets for SERT meetings
16. Other duties as assigned.

KNOWLEDGE SKILLS AND ABILITIES

1. Skill in analyzing complex administrative information and issues, defining problems and evaluating alternatives and recommending methods, procedures and techniques for resolution of issues.
2. Ability to research and analyze detailed information and make appropriate recommendations.
3. Ability to carry out department goals and objectives.
4. Ability to implement and evaluate projects and programs.
5. Ability to develop, interpret and implement regulations, policies, procedures, written instructions, general correspondence, and other department specific documents.
6. Knowledge of administrative policies and procedures of the City.
7. Ability to establish and maintain accurate records of assigned activities and operations.
8. Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
9. Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
10. Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
11. Ability to think quickly, maintain self-control, and adapt to stressful situations.
12. Knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
13. Knowledge of computer software including word processing, spreadsheet and database applications consistent for this position.
14. Ability to perform mathematical calculations required of this position.
15. Ability to communicate clearly, concisely and effectively in English in both written and verbal form.
16. Skill in researching and understanding complex written materials.
17. Ability to prepare and maintain accurate and concise records and reports.
18. Ability to apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations.
19. Ability to communicate detailed and often sensitive information effectively and concisely, both orally and in writing.
20. Ability to handle sensitive interpersonal situations calmly and tactfully.
21. Ability to maintain professionalism at all times.
22. Ability to maintain effective working relationships with individuals within and outside the organization.
23. Ability to maintain confidentiality and discretion regarding business-related files, reports and conversations, within the provision of Freedom of Information Act and other applicable State and Federal statutes and regulations.
24. Ability to work the allocated hours of the position and respond after hours as needed.

• Bachelors’ Degree in Public Administration or Business-related field of study; or five (5) years responsible experience in performing related duties and project management preferably in the public sector; or any combination of education and experience that results in acceptable proficiency levels in the above minimum qualifications and responsibilities.
• Must have five (5) years general office, clerical or customer service experience; or equivalent combination of education and experience
• Must understand and practice extreme confidentiality
• Must be proficient with Microsoft Office Suite, internet computer applications, and website content management.

The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law.  Employees needing reasonable accommodation should discuss the request with the employee’s supervisor or Employee Services.  

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
• Hearing is required to perceive information at normal spoken word levels.
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
• Work is generally in a moderately noisy office setting.

Salary : $44,397 - $64,598