Administrative Support Specialist III - Parks & Recreation

City of Edina•City Hall 4801 W. 50th Street Edina, MN

10d•Hybrid

About The Position

The Administrative Support Specialist III is responsible for providing customer and clerical support and registration and park rental administration for Edina Parks & Recreation. The incumbent works closely with the Recreation Administrative Coordinator to ensure customer service requests, facility rental and program registrations are supported. The duties and responsibilities of this job are performed with latitude for independent judgment in accordance with Department and City policies and Federal, State and Local regulations. Work is subject to periodic review by the supervisor, who provides approval of recommendations, and discusses assignments, priorities, and work.

Requirements

High school diploma or equivalent (G.E.D.) plus two years administrative support experience including customer service experience, or equivalent.
Ability to apply standard accounting and bookkeeping practices.
Ability to perform work requiring concentration and judgment in interpreting practices and procedures to solve problems.
Attention to detail.
Ability to work independently, including on assignments and projects through completion.
Knowledge of and ability to use computer programs including Windows, Microsoft applications especially PowerPoint and Excel, Recreation Program Scheduling, as well as various point-of-sale and accounting related software.
Demonstrates a strong commitment to maintain confidentiality and privacy requirements of the Department and in all assignments as directed.
Capable of managing competing demands and meeting productivity standards while handling frequent changes, delays, and unexpected events.
Excellent interpersonal skills with the ability to build rapport and maintain effective working relationships with internal and external customers.
Knowledge of Minnesota Sales and Use Tax laws.

Nice To Haves

Experience in local government.
Familiarity with Edina Parks and Recreation Department programs and services is desirable.

Responsibilities

Answers and directs phone calls, emails and other correspondence related to Parks & Recreation.
Administers facility and field reservations and rentals, coordinates with park maintenance to ensure reservation schedule is up to date, and access cards are available to renter.
Registers participants for various Department programs and activities and monitors registrations.
Supports Recreation Supervisors programming activities and space scheduling.
Provides administrative support to the Parks and Recreation Department.
Answers questions, resolves concerns, and provides information to residents and the general public regarding programs via telephone, email, mail and in person.
Drafts and prepares letters, and other documents.
Photocopies, scans and prepares materials for mailings.
Manages and maintains inventory of forms and documents.
Assists with maintaining filing, retention and destruction plan for files and documents.
Orders office supplies and coordinates office equipment repairs and maintenance.
Enters data and maintains databases.
Processes payments, refunds and associated invoice record keeping through city financial system.
Provides administrative support to the Parks and Recreation Director and Assistant Director(s).
Responsible for conserving executive level leadership time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information and initiating, prioritizing and managing email, coordinating meeting schedules, and other communications.
Lead special projects and perform other administrative tasks as assigned.
Develop multi-media presentations, data analysis and data visualization, work plan and online engagement updates.
Prepares City Council and Commission agenda items under the guidance of Parks and Recreation Director.
Supports continuous process improvement initiatives.
Performs all work duties and activities in accordance with policies, I.Q.S. values, procedures and safety procedures of the City.
Other duties as assigned by the Department Director and Assistant Director(s).