Administrative Assistant

Montrose Recreation District•Montrose, CO

16d•Hybrid

About The Position

This position is responsible for coordinating all essential office administration, providing high-level administrative support, and assisting with project processes from planning through delivery. Assists with administrative tasks to support Executive Director, Board of Directors, Recreation Foundation, professional staff, and special committees by preparing agendas, meeting notes, project summaries, and common office and support tasks. Serves as the Designated Election Official of the District. This individual will serve as a liaison between the public, staff, and other stakeholders, managing schedules and correspondence, preparing reports, and handling sensitive information with discretion.

Requirements

A minimum of three (3) years of experience of administrative support.
A combination of education and experience which demonstrates the knowledge, skills, and abilities to perform the duties of this position.
Organizational skills and the ability to manage schedules, files, and documents efficiently; proficiency in organizing meetings, events, and travel arrangements.
Time management and the ability to prioritize tasks effectively, meet deadlines, and manage multiple assignments concurrently.
Strong written and verbal communication abilities, including drafting reports, emails, and memos.
Proficiency in managing databases, tracking projects, and maintaining detailed records.
Attention to detail by ensuring accuracy in all aspects of administrative support, including paperwork, scheduling, and reporting.
Familiarity with software such as Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
Ability to adjust to shifting priorities and manage new tasks or changes in the work environment.
Ability to identify and resolve administrative or operational issues quickly and effectively.
Make informed decisions about administrative and procedural tasks, often in the absence of direct supervision.
Maintain confidentiality on sensitive information such as personnel matters, financial records, or strategic plans.
Maintain a positive outlook.
Always uphold ethical standards and professionalism.
A valid driver’s license
The possession of or ability to obtain CPR/AED and First Aid Certificate

Nice To Haves

Some roles may require knowledge of specialized software for parks and recreation management.

Responsibilities

Provide high-level administrative support to the Executive Director, executive team and administrative team—including conducting research, preparing spreadsheets and documentation, and coordinating meetings—while serving as a central point of contact connecting staff, supervisors, and the public.
Produce and distribute correspondence documents and aid in communication among staff and the public.
Assisting MRD staff in maintaining office calendars, scheduling meetings, reserving meeting rooms, and assisting with reservations.
Serve as a point of contact for the public, answering questions, providing information, and connecting constituents with appropriate staff to resolve complaints.
Organizes and maintains office electronic and manual filing systems.
Co-coordinates staff celebrations and recognition activities.
Arranges and delivers hospitality for meetings, training, and special events.
Contributes to an environment of continuous quality improvement and recommends efficiency improvements for office and administrative operations.
Maintain working knowledge of District programs, services, policies, procedures, and public information to effectively respond to inquiries and provide administrative support.
Coordinate District marketing activities by serving as the primary administrative liaison between MRD staff and external marketing contractors and assisting with consistent implementation of organizational messaging and brand standards.
Maintain administrative records related to District contracts and assist with contract routing, tracking, renewals, documentation, and other administrative requirements as assigned.
Serve as the District's Designated Election Official and coordinate District elections in accordance with applicable statutory requirements.
Plan, coordinate, and administer regular and special District elections as applicable.
Coordinate required notices, filings, calendars, election materials, and communications.
Maintain accurate and secure election records and documentation.
Coordinate with legal counsel, county officials, election vendors, and other agencies or officials as necessary.
Assist the executive team in coordinating, reviewing, maintaining, and publishing materials related to the Board of Directors and MRF activities, including arranging meeting logistics, activities and events, and creating and maintaining records.
Assist the Executive Director in preparation and distribution of Board meeting agendas and packets.
Provide support to the MRF and liaison staff, collaborating on research, spreadsheets, data manipulation, and preparation and administration of documents, presentations, meetings, and events.
Coordinate Maintain official Board records, resolutions, meeting materials, and other governance documents as assigned.
Coordinate posting/publication of meeting notices and other required notices.
Maintain Board calendars, meeting schedules, and administrative records.
Assist with records retention and public records/CORA administration
Coordinate Board and committee meeting logistics.
Leads and Coordinates the District’s Safety Committee
Assists in supporting a proactive, organization-wide culture of workplace safety.
Identifies safety risks and trends, coordinates inspections and training
Reviews incidents and near misses, and works with department leaders to ensure safety concerns are addressed in a timely manner.
Serves as a resource to staff and leadership on safety practices, compliance, emergency preparedness, and continuous improvement.

Benefits

Individual Membership to Flex Rex Family Membership to CRC and Field House
Health insurance
Opportunity for advancement
Paid time off
Vision insurance
Wellness resources
Competitive salary
Dental insurance
Flexible schedule
PERA employer and 401K contribution options.
Paid time off (PTO) in addition to 10 paid holidays, and a family membership to the Community Recreation Center.