Administrative Assistant - Parks and Recreation

Parks And Recreation Department Secretary

Perform a variety of responsible, confidential and complex secretarial and clerical duties for the Parks and Recreation Department; act as liaison between corresponding department and others; and provide information and assistance to the public. Position will start on January 5, 2026.

Display honest, trustworthy, and ethical behavior when dealing with internal and external customers. Establish and maintain cooperative working relationships with those contacted in the course of work. Regular attendance that is punctual and dependable is required. Screen calls, visitors, and mail; perform errands for immediate supervisor; respond to sensitive requests for information and assistance; provide general information and assistance to City staff and the public; research information. Participate and assist in the administration of the office to which assigned; research, compile, analyze, enter, and summarize data for special projects and various comprehensive reports; prepare or direct the preparation of various administrative reports; process and check reports for accuracy; send out reports as required. Submit requisition requests; process purchase orders for department; issue purchase orders to vendors; prepare claims for payment. Assist in coordinating municipal activities among two or more City departments or offices; coordinate the flow of paperwork between departmental and divisional levels. Perform a wide variety of complex, responsible, and confidential duties for immediate supervisor; compose and prepare letters, memorandums, bid specifications, travel reimbursement requests, news articles and other material as required by respective department; order and maintain office supplies as required; produce advertising or promotional materials as required. Arrange meetings and conferences as required; post notices of public meetings. Initiate and maintain a variety of files and records for information including purchase orders, patron registration, payroll, budget, and personnel records; maintain manuals, update resource materials and departmental roster as required. Attend various meetings; may serve as Secretary to a board or commission; prepare and compile the agenda and assemble background materials; record minutes of the meetings and perform related support services. Type and proofread a wide variety of reports, letters, memos and statistical charts; type from rough draft, verbal instruction; compose general correspondence related to responsibilities assigned. Assist in preparing, coordinating and monitoring the assigned budget; compile annual budget requests; may count and record revenues, collect and prepare deposits. Administer departmental credit card usage, including recordkeeping and monthly reconciliation. Operate a variety of office equipment including a computer; perform routine maintenance on office equipment; input and retrieve data and test; organize and maintain computer information storage and filing. Maintain a variety of personnel records and files including vacation and sick leave requests, workers' compensation files, and payroll records. Perform related duties as assigned.

Knowledge of : Basic mathematical principles. Principles and practices of word processing, spreadsheet and database maintenance. Principles and procedures of record keeping and reporting. English usage, spelling, grammar and punctuation. Modern office practices, procedures and equipment. Standardized Microsoft Office products. Basic procedures and techniques of budget preparation and accounting. Principles and techniques of business letter writing. Ability to : Perform responsible and difficult secretarial work involving the use of independent judgment and personal initiative. Learn, interpret and apply Federal, State, local and department policies, procedures, laws and regulations. Research, compile, analyze, interpret and prepare a variety of budget, personnel and administrative reports. Maintain confidential data and information for executive staff. Independently prepare routine correspondence and memorandums. Operate a variety of modern office equipment including a computer. Type at a speed necessary for successful job performance. Implement and maintain standard filing and accounting systems. Assist in preparing and monitoring a budget. Communicate clearly and concisely, both orally and in writing.

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be : Experience : At least two years of increasingly responsible clerical and administrative experience. Training : High school diploma or equivalent, supplemented by specialized training in clerical and administrative functions. License or Certification : None required. Working Hours : Monday - Friday 8 a.m.-5 p.m. Salary : Position will start at the entry level of the City's salary table. Consideration may be given if experience exceeds entry level qualifications. Other : Candidates are subject to a background check.