Administrative Assistant - Parks & Recreation

City of Savage•Savage, MN

3d•Onsite

About The Position

Join a team dedicated to enhancing the quality of life for the Savage community through outstanding parks, recreation programs, and public service! The Administrative Assistant for Parks & Recreation provides administrative and customer service support focused on the Recreation Division of the City's Public Works Department. As a primary point of contact for the public, this position supports daily department operations through program registration, facility reservations, records management, communications, and financial processing while fostering a welcoming, responsive and service-oriented experience. This is a full-time, in-office position.

Requirements

Excellent customer service skills and the ability to respond appropriately and professionally to a wide range of customer service situations and public requests.
Ability to accurately and effectively process registrations, reservations, memberships, and/or payments.
Strong time management and organizational skills; attention to detail.
Ability to manage multiple priorities, meet deadlines, and maintain accurate records.
Ability to establish and maintain positive, professional working relationships with residents, program participants, community organizations, vendors, contractors, coworkers, volunteers, and representatives of other City departments.
Effective and professional oral and written communication skills, including in person, over the phone, and via email.
Strong computer skills, particularly with the Microsoft Office suite, and the ability to thoroughly learn and operate specialized software used for recreation programming and facility rentals.
General knowledge of municipal operations, including city policies, procedures, departments, and functions.
Ability to operate common office equipment including printers, copiers, postage, and fax machines.
High school diploma or GED.
Three years of administrative or office support experience, which includes customer service or public contact.

Nice To Haves

Associate’s degree or higher in related field.
Experience providing administrative support for a city, county, or school district.
Experience using recreation management software (such as RecTrac, WebTrac, ActiveNet, or CivicRec).
Proficiency in a second language that is commonly spoken in the community.

Responsibilities

Assist members of the public who visit, call, or email the Public Works Department and/or Parks & Recreation Division.
Answer commonly asked questions and route more complex inquiries or issues to the appropriate staff.
Process program registrations, facility reservations, and other departmental forms; monitor program and registration deadlines, maintain accurate records and follow up on discrepancies as needed.
Enter, update, and maintain information in computerized databases, recreation management software, and other recordkeeping systems.
Compile, compose, proofread and/or distribute correspondence, reports, agendas, notices, and other departmental documents related to parks, recreation programs, facilities, and special events.
Post and ensure proper publication of public notices related to the Parks & Recreation Division.
Coordinate administrative activities for departmental meetings, advisory boards, and community events by preparing and distributing agendas and supporting materials and handling meeting logistics.
Prepare minutes of the meetings of the City's Parks, Recreation and Natural Resources (PRNR) Advisory Commission from video recording of meetings.
Occasionally attend evening meetings of the PRNR Commission or other parks and recreation special events (2 to 3 times per year).
Assist with departmental response to requests for public records and the maintenance of records in accordance with the City's records retention schedule.
Receive, sort, and distribute mail and deliveries; maintain office supplies, and manage departmental calendars.
Receive and code invoices for approval.
Provide back-up administrative and customer service support for other divisions of the Public Works Department when needed.