Administrative Coordinator - Parks & Recreation

Administrative Assistant

The position is open until filled with priority review of candidates by Friday, September 19, 2025. Serving as the central hub of the Parks and Recreation Department this position performs a wide variety of administrative duties for assigned area. Coordinates and monitors work of clerical support staff. Provides input and monitors departmental budget. Duties may include fielding telephone calls, receiving and directing visitors, word processing, filing, and small projects. Extensive software skills are required, as well as Internet and social media abilities and strong communication skills.

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodation so that qualified employees can perform the essential functions of the job.

Essential Functions :

• Performs a wide variety of administrative duties such as preparing agenda items, answering phones, responding to e-mail requests, and preparing presentations for department to present at Council meetings.
• Independently composes correspondence, presentations and reports as needed.
• Performs and coordinates administrative duties for assigned area of responsibility, prepares and monitors office budget, and maintains records and files.
• Assigns and monitor work of clerical support staff; provides input for performance evaluations.
• Prioritizes and coordinates work assignments for assigned area of responsibility; recommends changes and improvements in work flow, procedures, and use of equipment and forms.
• Screens telephone calls, responds to requests by providing information, and resolves complaints and problems as assigned.
• Maintains schedules and calendars; sets up and coordinates meetings, makes travel reservations as needed, and coordinates activities with other City departments, the public, and outside agencies.
• Researches and prepares reports using statistical data, records, and other information as needed.
• Organizes and maintains files, reports and records on Laserfiche.
• Administers Parks & Recreation Board meetings post agendas, attend meeting, take / transcribe minutes, communicate with board members, coordinate meeting space.
• Performs all other related duties as assigned.

Position Qualifications :

Education : High School Diploma or GED required. Associate's degree required or 2 years of additional job experience may substitute for the degree. Experience : Four (4) years of progressively responsible office administration experience is required. One (1) year of Supervisory experience. Proven experience working in a municipal or county administrative setting that handles a high volume of public calls while balancing a daily workload, working with Board members, managing a team of administrative personnel preferred. Any combination of related, education, experience, certifications, and licenses that will result in a candidate successfully performing the essential functions of the job is an acceptable substitute for the above specified education and experience requirements. License and Certifications : None. Conditions of Employment : Must submit to and pass a criminal background and pre-employment drug test.

Required Knowledge, Skills & Abilities :

Knowledge of : Skilled in basic mathematics, use of general office practices and procedures; business letter writing, and basic report preparation; municipal or county administrative setting that handles a high volume of public calls while balancing a daily workload; working with Board members; managing a team of administrative personnel.

Ability to : Handle confidential matters in a responsible manner; type 50 words per minute; perform responsible and complex secretarial functions and administrative tasks involving the use of independent judgment and personal initiative; create dynamic presentations; outstanding oral and written communication skills and ability to compose and edit letters and other correspondence; 10 key entries; reconciling payments; multi-tasking; organizing and analyzing invoices; showing consideration for and maintaining good relations with others; operating standard office equipment such as personal computer, calculator, and copier; accepting responsibility for his / her actions; performing work accurately and thoroughly; following instructions, safety practices, and standard operating procedures in performing assigned tasks; communicating effectively, clearly, and concisely both orally and in writing; being punctual and attending work regularly; and working effectively with people regardless of their race, sex, color, religion, national origin, age, disability, gender identity or expression, sexual orientation, veteran's status, genetics, or job type.

Physical Demands and Working Conditions :

This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 10 pounds. Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and / or public and private representatives in interpreting and enforcing departmental policies and procedures.

Work Hours :

Monday-Thursday 7 : 30am-5 : 30pm, Friday 7 : 30am-11 : 30am.