Part Time Administrative Assistant - Parks & Recreation

City of West Linn • 22500 Salamo Rd. West Linn, OR

1d • Onsite

About The Position

Every great community event, summer camp, sports league, and recreation program starts with a team working behind the scenes—and that's where you come in! The City of West Linn Parks & Recreation Department is looking for an organized, positive, and people-loving Part-Time Administrative Assistant to help keep the fun running smoothly. From welcoming visitors and assisting customers to supporting programs that bring our community together, you'll play an important role in creating exceptional experiences for residents of all ages. If you're someone who enjoys variety, thrives in a fast-paced environment, and loves making a difference one conversation, one event, and one smile at a time, we'd love to meet you! Under the supervision of the Parks and Recreation Director or designee, the Administrative Assistant performs a variety of complex and responsible administrative, clerical, and technical support duties for the Parks and Recreation Department. This position supports park operations, facility management, and recreation programs by coordinating contractors, processing invoices, managing permits, and providing responsive customer service. The position requires strong organizational and communication skills, the ability to work independently, and a solid understanding of departmental policies, procedures, and timelines. This is a part-time position not to exceed 20 hours per week, with scheduling based on departmental needs.

Requirements

• Graduation from high school or equivalent (GED).
• Three (3) years of progressively responsible administrative or office support experience required.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) required.

Nice To Haves

• Supplemental college coursework in business administration, public administration, or a related field preferred.
• Experience in a Municipal, Parks and Recreation, or Public Works environment preferred.
• Experience with permitting, billing, or records management systems preferred.
• Strong written and verbal communication skills, with excellent attention to detail.
• Ability to coordinate multiple tasks and prioritize workload effectively.
• Skill in handling public inquiries and resolving issues courteously and efficiently.
• Ability to interpret and apply City policies, procedures, and departmental regulations.
• Must maintain confidentiality of sensitive and personnel-related information.
• Ability to work independently under general supervision and meet established deadlines.

Responsibilities

• Contributes to a positive, team-oriented work environment.
• Serves as administrative support for the Parks and Recreation Department; provides courteous and professional customer service to residents, contractors, vendors, and staff.
• Receives, manages, and responds to incoming correspondence, phone calls, and emails regarding parks, recreation programs, and facility inquiries.
• Administers and tracks tree permits, ensuring applications are complete, fees are processed, and compliance inspections are documented.
• Processes invoices, purchase orders, and department bills; tracks expenditures for accuracy and compliance with budget and purchasing procedures.
• Provides administrative support for recreation programs and events, including scheduling, registration coordination, material preparation, and communication with participants.
• Assists with project and grant documentation, reports, and tracking of deliverables.
• Maintains departmental records and filing systems; scans, uploads, and archives records in accordance with the City’s records retention policies.
• Coordinates internal and external meetings, prepares meeting materials, and records minutes when required.
• Handles confidential information with discretion and professionalism.
• Supports departmental projects and initiatives as assigned.
• Performs other related duties as required.

Benefits

• The City of West Linn is committed to equal employment opportunity as a way to recruit, hire, and retain the most qualified employees.
• We conform to all the laws, statutes, and regulations concerning equal employment opportunities and affirmative action.
• We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings.
• We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, or national origin, age, disability status, Genetic Information & Testing, Family & Medical Leave, protected veteran status, or any other characteristic protected by law.
• We prohibit Retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any complaint or otherwise oppose discrimination.
• The City of West Linn provides qualifying veterans and disabled veterans with preference in employment in accordance with state law.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED