Senior Administrative Assistant; Recreation & Parks

Overview

The purpose of this position is to provide expert-level administrative support to both the Project Management and Recreation & Parks Departments. This is accomplished by maintaining daily appointments and schedules, receiving phone calls and emails, preparing and monitoring the budget, maintaining financial records, providing necessary departmental reports, and maintaining files in an organized fashion. This is a dynamic dual-department role that requires a blend of financial expertise and creative problem-solving.

From assisting with impactful capital projects to assisting with the daily operations of community programming and events, the Senior Administrative Assistant ensures that both departments operate at peak performance. The position will report to the Executive Director of City Projects & Recreation Services and be the primary point of contact for internal staff and external stakeholders. The ideal candidate is a motivated professional who is a team player, highly organized, technically proficient, and able to learn new programs quickly.

FLSA Status: Non-Exempt

Hiring salary range: $49,836.00 - $52,332.80 per year, depending on qualifications

Full salary range: $49,836.00 - $77,272.00 per year

• Prepares, reviews, and processes project bid documents, Requests for Qualifications (RFQ), Requests for Proposals (RFP), service agreements, and contracts for park developments
• Monitors project timelines, schedules, and budgets, and assists in the development of project status reports and summary documents for monthly meetings
• Assists with the Capital Improvement Program (CIP) by compiling documentation for contract awards, amendments, and construction, and by tracking project expenses
• Manages park reservations, facility rentals, and special use permits, ensuring that appropriate agreements are obtained and information is distributed to maintenance staff
• Assists with distribution of brochures, flyers, and website updates (e.g., Spring/Summer activity guides)
• Coordinates calendar and schedules events for Leadership Staff
• Oversees payroll processes for both departments
• Manages departmental contracts, including routing for signatures and filing
• Receives phone calls and electronic mail and responds accordingly
• Communicates with staff and other various departments
• Prepares meeting materials; serves as a liaison with other departments
• Assists with the development of the annual budget for both departments
• Completes purchasing processes by receiving, processing, inputting, and printing purchase requisitions
• Analyzes travel expense reports, petty cash requests, invoices, receipts, and check requests
• Maintains documents by organizing a filing system for designated paperwork
• Assists with gathering information requested pertaining to specific documents
• Assists with the management of Rectrac, the departmental software for registration and reservations
• Provides customer service to the public and other departmental staff daily
• Keeps track of all financial records
• Completes responsibilities monthly for the Recreation & Parks Commission, including drafting meeting agendas, completing monthly reports, recording minutes at each meeting, and managing website material related to the Commission
• Drafts various department memos
• Performs all other duties as assigned

Required Education and Experience

• High School Diploma or GED, supplemented by coursework in office systems technology or related field; and
• Three (3) years of progressively responsible secretarial experience

• Or an Associate's Degree or higher in business administration or a closely related field; and
• Two years of progressively responsible secretarial experience

Knowledge of:

• Administrative and clerical procedures including managing financial data, stenography, and transcription
• The structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar
• Principles and processes for providing high quality customer service
• Microsoft Office 365

Skilled in:

• Communicating effectively in writing as appropriate for the needs of the audience
• Understanding written…