Administrative Assistant-Recreation

City of Elkhorn•Wi 53121, WI

About The Position

The Administrative Assistant provides administrative, financial, customer service, and marketing support to the City of Elkhorn Parks & Recreation Department under the general supervision of the Recreation Director. This non-supervisory role is a primary point of contact for the public and supports recreation programming, facility reservations, payment processing, digital communications, and departmental recordkeeping. It requires extensive computer use and proficiency with software applications and online platforms. The position prepares correspondence, reports, schedules, spreadsheets, and other documents; maintains electronic records, employee timesheets, and files; and supports daily office operations. It assists with registration, scheduling, and administrative coordination for recreation programs and events, maintains participant records and communications, and processes payments, refunds, and deposits while keeping financial records and preparing reports. The Administrative Assistant responds to public inquiries by phone, email, online channels, social media, and in person; assists customers with online registration; manages departmental social media, websites, and registration platforms; and creates promotional materials. It also prepares materials and minutes for Parks & Recreation Advisory Board meetings, coordinates facility reservations, and supports seasonal operations, special events, projects, and other departmental work.

Requirements

High school diploma or equivalent.
Proficiency in computer applications, electronic recordkeeping, and digital communication platforms.
Knowledge of general office procedures, records management, financial transactions, and customer service practices.
Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
Ability to learn and use recreation management software, payment processing systems, and other digital platforms.
Ability to accurately process payments, maintain financial records, and prepare reports.
Strong organizational, communication, computer, and time management skills.
Ability to prepare correspondence, meeting minutes, spreadsheets, and departmental documents.
Ability to work independently, manage multiple priorities, meet deadlines, and maintain confidentiality.
Must possess and maintain a valid Wisconsin driver's license.

Nice To Haves

Associate degree in Business Administration, Office Administration, Marketing, or a related field.
Two years of administrative, customer service, or office support experience.
Experience in municipal government, parks and recreation, payment processing, social media management, or graphic design.
An equivalent combination of education, training, and experience may be considered.

Responsibilities

Prepare correspondence, reports, schedules, spreadsheets, and departmental documents.
Maintain electronic records, employee timesheets, and files, and support daily office operations.
Assist with registration, scheduling, and administrative coordination of recreation programs, including Sunset Camp, BASH, Sunset Pool, sports leagues, instructional classes, and special events.
Maintain participant records, rosters, and program communications using recreation management software.
Process payments, refunds, and deposits for programs, facility rentals, and other services; maintain financial records, assist with account balances, and prepare financial reports.
Respond to telephone, email, online, social media, and in-person inquiries about programs, registration, payments, and facilities; assist with online registration and routine customer concerns.
Manage departmental social media accounts, websites, and online registration platforms.
Create and publish promotional content, seasonal activity guides, flyers, newsletters, and digital graphics using graphic design software.
Prepare Parks & Recreation Advisory Board agendas and supporting materials, attend meetings, record official minutes, and maintain committee records.
Coordinate park shelter and recreation facility reservations, process rental payments, maintain reservation schedules, and communicate rental information to appropriate staff.
Assist the Recreation Director and department staff with seasonal operations, special events, departmental projects, and other related duties as assigned.