Executive Administrative Assistant-Parks

Job Description

Job Description

Hiring Range : $45,789 - $57,236

Job Summary

Performs executive administrative support and related work as required to handle multiple functions in areas including but not limited to customer service and communications, office management, facility reservations, human resources, financial reporting and workflow, programming and marketing assistance, record keeping, and legal documents. Supervises other department administrative staff. Work is performed under the supervision of the Parks and Recreation Director. Performs related work as required.

Essential Duties

• Plans and organizes the administrative workflow of the office to accomplish needs for the staff and department, including databases, spreadsheets, and other records management systems
• Serves as primary customer service representative for the department, handles public requests for services or information requiring a thorough knowledge of departmental programs and policies, answers routine questions and resolves problems or complaints independently
• Drafts correspondence, memoranda, notes, presentations, reports, newsletters, and other materials
• Schedules meetings for department and other town staff internally and with outside agencies, partners, or vendors
• Works closely with supervisors on budgeting, purchasing, invoicing, revenues, and procurement of equipment, supplies, and materials for the department. Gathers and prepares related and supportive budgetary information. Prepares purchase requisitions and monitors their workflow. Performs accounts payable and receivable functions for the Parks and Recreation Department
• Serves as secretary to Parks and Recreation Commission. Attends meetings; prepares agendas; arranges room set-up; records minutes; and disseminates meetings reminders, agendas, minutes, follow-up materials, and other communications as necessary
• Oversees Front Desk-assigned staff and is familiar with and can perform all of the duties for that position
• Maintains confidential records and other work in accordance with state statutes and town policy
• Reviews and verifies records and reports for correct information, processes documents based on review and verification, files and retrieves materials based on limited information, screens and routes materials according to content and communications, may do research or retrieve related materials from files
• Establishes and maintains inventory or activity records and files; initiates appropriate follow-up or further action based on the status of office activity
• Prepares and edits standard legal documents, contracts, requests for quotations, requests for proposals, and other official documents and papers using a personal computer; performs other database management work using applicable software
• Prepares and processes various activity and technical reports, documents, and materials requiring a thorough knowledge of departmental procedures, regulations, policies and rules
• Files office correspondence and records, determining proper file designation to be used, and sees that the proper distribution and disposition is made of notices, memoranda, directives, and related material
• Working closely with Human Resources, handles hiring process of new part-time and seasonal employees, including coordinating background checks, drug testing, and employee paperwork
• Understands the organization and functions of the Town’s departments and of general administrative policies and practices
• Performs other duties as required

Knowledge, Skills, and Abilities

Education and Experience

Two years of college / Associate’s Degree required, and minimum 3 to 5 years related experience supporting executive and senior leaders.

Equipment Operated

Personal computer, printer, calculator, copier, telephone equipment, recorder, and other assigned office equipment.

Special Requirements

Possession of a valid driver's license and access to reliable transportation.

Physical Demands

This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking, hearing, and repetitive motions, frequently reaching with hands and arms and occasionally requires standing and walking; work requires close vision, depth perception, and color perception; 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 operating machines; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office with computer printers, light traffic).

Special Note

The duties listed above are intended only as illustrations of the various types of work performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Salary : $45,789 - $57,236