Administrative Assistant - Parks & Rec Dept

Town of Bay Harbor Islands•Bay Harbor Islands, FL

15h

About The Position

The Part-Time Administrative Assistant provides clerical and administrative support to the Parks and Recreation Department, with primary responsibility for supporting the Director. This position focuses on back-end departmental operations including budget assistance, accounts payable, financial reconciliation, and recreation program administration, while also providing general clerical support and limited public-facing assistance.

Requirements

High school diploma or GED required
Two (2) years of administrative, clerical, or financial support experience preferred
Experience with accounts payable or budget support in a government or municipal setting preferred
Experience with recreation management software, particularly Civic Rec, preferred
Valid driver's license may be required depending on assignment
Strong attention to detail and accuracy in financial recordkeeping
Proficiency in Microsoft Office Suite, with emphasis on Excel and Word
Experience with or ability to learn recreation management software (Civic Rec preferred)
Familiarity with accounts payable processes and basic municipal budgeting practices
Ability to handle confidential financial and personnel information with discretion
Strong organizational and time management skills
Effective written and verbal communication skills
Professional customer service skills in person, by phone, and electronically
Ability to work independently and follow through on assigned tasks with minimal supervision

Nice To Haves

Associate degree or coursework in business, accounting, or public administration preferred

Responsibilities

Assist the Director with budget preparation, tracking, and reporting
Process accounts payable transactions and maintain accurate expenditure records
Reconcile departmental credit card statements and supporting documentation
Administer program registrations, facility reservations, and participant records using Civic Rec software
Maintain departmental files, databases, and administrative records
Prepare correspondence, reports, spreadsheets, and other documents as directed
Assist with purchasing requests and supply inventory tracking
Answer phones, respond to emails, and assist residents with general program inquiries
Support special events and community activities as needed
Perform other related duties as assigned