Administrative Programming Assistant

Hamilton County, Indiana•Noblesville, IN

23h•Onsite

About The Position

Incumbent serves as Administrative Programming Assistant for the Hamilton County Parks and Recreation Department, responsible for managing the programming design and publications along with centralized filing system, coordinating contractual professional services, providing administrative duties, and assisting with programs and events. The position involves performing standard, recurring duties according to Department policies and procedures, with indirect or occasional supervision. Priorities are determined by supervisor, service needs of the public, and seasonal deadlines. The work is reviewed in process and upon completion for accuracy, soundness of judgment, and conformity with instructions. Incumbent communicates with co-workers, other County departments, community organizations, graphics designers, printers, photographers, entertainers, booking agents, volunteers, and the public for purposes of providing information and rendering service. Incumbent reports directly to Deputy Director.

Requirements

Bachelor’s degree Public Administration or similar preferred or a reasonable combination of college classes and experience.
Working knowledge of standard office policies and procedures with computer skills, including word processing, spreadsheet, presentation, email, internet, and Department-specific software systems, and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.
Working knowledge of standard English grammar, spelling, and punctuation, and ability to prepare clear and concise reports, memos, and other documents for a variety of audiences.
Working knowledge and demonstrated ability to take initiative, anticipate problems, and identify opportunities for improvement in work processes and procedures.
Knowledge of and ability to operate designs of Adobe Creative Suite.
Knowledge of best practices in program design, media, and writing, with ability to research opportunities, develop proposals, and manage programs, media, and publication budgets and reporting requirements.
Knowledge of relevant laws and regulations governing the management of records, best practices, training, programs, media, publications, ADA and development requirements.
Ability to understand and manage projects, develop and manage budgets, timelines, and resources effectively.
Ability to perform event planning and management, including the ability to coordinate logistics, manage vendors, set up and tear down events, and troubleshoot problems that arise during events.
Ability to effectively communicate orally and in writing with strong interpersonal skills, and to work collaboratively with co-workers, other County departments, community organizations, graphics designers, printers, photographers, entertainers, booking agents, volunteers, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.
Ability to prepare and deliver public speeches and presentations, and to understand the standard principles and practices of public communications.
Ability to provide support for special projects, fundraising campaigns, capital improvement projects, travel events, programs and grant applications.
Ability to provide strong attention to detail and organizational skills, including managing multiple projects and deadlines simultaneously.
Ability to properly operate various office equipment, such as computer, printer, slide projector, camera, and telephone.
Ability to provide public access to, or maintain confidentiality of, Department information and records according to State requirements.
Ability to understand, memorize, retain, and carry out written and oral instructions, present findings in oral or written form, and appropriately respond to constructive criticism.
Ability to work alone and with others in a team environment with minimum supervision, work on several tasks at the same time, and complete assignments effectively amidst frequent distractions and interruptions.
Ability to maintain appropriate, respectful interrelationships with co-workers.
Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate or hostile persons.
Shall comply with all employer and Department personnel policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
Ability to commit to continuous learning and professional development, including the ability to stay current with trends and changes in the field of park management and administration.
Possession of a valid driver's license and demonstrated safe driving record.
As a result of the duties associated with this job, there is the potential of becoming exposed to blood borne pathogens and other potentially infectious diseases. To safeguard employees and eliminate the liability placed on Hamilton County, employees working in this position shall begin the three shot Hepatitis B vaccination and subsequent training within 10 days of their initial job assignment per OSHA 29 CFR 1910.1030(f)(2)(i). The initial and two subsequent vaccinations shall be administered by the Hamilton County Health Department and free of charge to the employee. If the employee has previously received the three shot Hepatitis B vaccination, official documentation must be provided to the supervisor identifying the dates in which each shot was appropriately administered. A Temporary Medical Declination may be made for a period of up to six months. A Declination form must be completed, outlining the medical reasons for the temporary declination and forwarded to the Safety & Risk Manager. Employees temporarily declining the vaccine are prohibited from performing any duties in which they may be exposed to a blood borne pathogen or other potentially infectious disease until they are able to begin/continue the series of vaccinations. Failure to comply will result in termination of employment.

Nice To Haves

Ability to occasionally work extended, weekend and/or evening hours.

Responsibilities

Maintains an organized and secure centralized filing system that meets the needs of the Department and ensures compliance with relevant laws and regulations.
Maintains, creates, develops, and updates current and future programs, events, online and print mediums for Department.
Collaborates with Director, Deputy Director, and park managers to develop and implement effective recruitment and hiring strategies, including job postings.
Maintains an up-to-date and accurate database of organizational information, including contact information, job titles, print mediums, and social media engagement.
Facilitates design of employee training and development programs.
Maintains Policies and Procedures Manual with annual reviews, updates, and presentations to Director for authorization.
Provides administrative support to the Director and Department Managers, including scheduling appointments, preparing reports and correspondence, managing email and phone communications, and coordinating meetings.
Prepares agendas for administrative and special meetings as directed by the Director or assignee.
Creates graphic designs and social media for Department website, print mediums, social media outlets, outreach, and education.
Answers phones, greets visitors, and provides information about the park and its programs, services, and activities.
Manages incoming and outgoing mail, faxes, and other correspondence.
Assists in coordinating programs, travel, events, and arrangements for Department and visitors as assigned.
Assists in managing Department calendar and scheduling appointments, meetings, and events as assigned.
Coordinates logistics for employee meetings, including booking venues, managing equipment, and preparing materials.
Provides support for special projects and initiatives, such as fundraising campaigns, capital improvement projects, and grant applications.
Produces binders, spreadsheets, and other materials for other staff members to reference.
Develops and maintains effective working relationships with staff, vendors, board and foundation members, and other stakeholders.
Oversees set-up and tear down of activities and events and assists with preparation and planning of programs and events as assigned.
Assists staff with various duties as assigned.
Performs related duties as assigned.

Benefits

Medical
Dental
Vision
Life (employee, spouse, children)
Long and short-term Disability
Hamilton County Employee Health Center & Pharmacy (Noblesville/Westfield): High quality primary medical care facility and wellness services
Advocacy Program – One-on-one appointment with a Physician to evaluate chronic illness/injuries
Nutrition Education and Wellness Center (diabetes, high cholesterol, weight loss and management, cancer and kids health)
Pharmacy – Low-cost co-payments, encourage use of generic meds, Medication Management Program providing review of medication interactions/effectiveness
Sick leave
Bereavement
Holidays (10-13 per year)
Compensatory time
Paid time off (1 week at 6 months, 2 weeks at 1 year then an additional day each year until max of 22 days on year 15). Upon completion of 30 years of service time, employees earn 1 additional day per year up to 40 years of service time.
Indiana Public Employee Retirement Fund Pension (annuity & pension)
AUL Deferred Compensation Plan
McCready Retirement (Merit staff)