What are the responsibilities and job description for the Parks and Recreation Administrative Assistant position at City of Golden Valley, MN?
Summary of Position
The individual in this position provides important ongoing support for the members of the Parks and Recreation department and serves as part of the guest services team at Brookview Golden Valley.
Expected Hours of Work
Hours are typically Monday through Friday 8 am to 4:30 pm. In addition to working office hours, staff may be required to work additional events. Hours may include, nights, weekends, and holidays.
Essential Duties and Responsibilities
Essential Duties and Responsibilities
Reasonable accommodations may be made to enable individuals to perform these essential functions:
- Provide administrative support to the Parks and Recreation Department including internal and external customer service, create, review and edit correspondence, reports, presentations, minutes, setting up meetings, and supporting the Assistant Director and Director as requested.
- Schedule and set-up departmental meetings, events and activities, including sending meeting and calendar updates, reserving and setting-up meeting rooms, ordering food, etc.
- Perform customer service both in person and over phone/email, serving as back-up to Guest Services and acting as an ambassador for Golden Valley Park and Rec by answering questions, and proactively providing information on City services and events.
- Resolve customer concerns, including assessing complaints and recommending solutions and restitution within City policies. Independently respond to community questions or complaints, collaborating with department staff and other departments as necessary.
- Collaborate with department personnel and other departments to ensure quality, accurate and timely promotional materials including recreation activities guide, senior newsletter, signs, mailings, website, social media content, as assigned.
- Assist with hiring, onboarding and terminating part-time, temporary and seasonal staff, including communicating with candidates to arrange interviews, ensuring backgrounds are completed and working closely with Human Resources to ensure new hire paperwork is completed and that the City's systems onboarding and offboarding is completed in a timely and accurate manner.
- Support City Commissions by preparing agendas, presentations, and packets, contacting and informing staff of meeting dates and times, attending meetings as requested, and providing follow-up on items after Council or Board meetings
- Support contract review processes by working with contract managers to review, edit, and coordinate agreements and facilitate workflow and approvals, including gathering signatures and filing final documents.
- Maintain the department’s recreation software including data entry for park and recreation programs, events, facilities and participant registrations.
- Accept, code, and process invoices and purchase orders, including submitting for payments and maintaining all records within Parks and Recreation Department, completing requests for billing and ensuring monthly statements for staff purchasing cards (p-cards) have the required documentation and approvals.
- Code miscellaneous cash, balance and process day-end receipts and prepare all deposits.
- Act as department Data Practices designee, including maintaining department records and files and coordinating the Department's response to official records requests, with guidance from the City Clerk and City Attorney's offices.
- Maintain inventory of department office supplies, breakroom supplies, paper and printing supplies.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Supervisory Responsibility
This position does not have employee supervisory responsibilities but will give work direction to guest services on occasion.
Minimum and Desired Qualifications
Minimum Qualifications
- High School Diploma, GED, or equivalent.
- Three years of experience working in an office environment as administrative assistant or related position.
- Experience independently managing multiple, time-sensitive projects in an office environment.
- Experience with cash-handling, bookkeeping, data entry,
- Experience working with Microsoft Office (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.
- Exceptional organization and problem-solving skills.
- Excellent oral and written communication skills.
- Experience and ability to adapt to ever-changing and fast-paced environment.
- Ability to complete the essential duties and responsibilities of the position with or without reasonable accommodations.
Desired Qualifications
- Post-secondary degree in parks and recreation, communications, public relations, hospitality, or other related field.
- Previous administrative assistant experience working in Parks and Recreation Department.
- Government or other public sector experience.
- Experience with SmartSheets, Granicus, Gov QA, and Laserfiche, or similar platforms.
- Experience with RecTrac or other recreation software.
- Experience creating or collaborating on advertising, marketing, publications, and community engagement initiatives.
Competencies
- Communication
- Customer Focus
- Teamwork
- Positive Attitude
- Hard Work
- Equity & Inclusion
- Decision-Making
- Ethical
- Organized
- Problem Solving
Work Environment and Physical Demands
Work Environment & Physical Demands
Work is conducted primarily indoors. Though employees in this role may be subject to both inside and outside environmental conditions. Employees are subject to noise during events and activities, but generally free from work hazards.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to:
- Regularly read and interpret documents and other written material.
- Regularly communicate and exchange information with others in person, over the telephone, and using written communication methods.
- Frequently remain in a stationary position and regularly move within the building, around Brookview and patio/decks to attend meetings and access files and office machinery.
- Occasionally traverse around the City to meetings or events.
- Regularly operate computers and other office equipment, such as a copy machine, printer, and telephone, as well as equipment/tools consistently found in Parks and Recreation.
- Occasionally move or transport items weighing up to 25 pounds.
EEO Statement
The City of Golden Valley is an Equal Opportunity Employer in compliance with the Americans with Disabilities Act. It will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
City contribution toward insurance benefits and 100% holiday pay and paid leave accruals.
