Executive Assistant - Parks and Recreation

City of Loveland•Loveland, CO

37d•Onsite

About The Position

Performs as the Executive Assistant to the Parks & Recreation Director and Management Team. Responsible for the coordination of business, administrative, budget, purchasing, and clerical support at the direction of the Director. The salary range for this position is $32.32- $45.25 per hour with a hiring range of $32.32 - $38.78, depending on qualifications and experience. This opportunity will be available to applicants until Friday 12.5.25 at 12:00 P.M. M.S.T. A current resume is required, and a cover letter is preferred. Please review the Parks & Recreation Annual Reports while considering this unique opportunity and please view our video Working at Loveland to learn more about our exceptional Loveland community and the benefits of working for the City!

Requirements

High School graduate or GED required.
3 years professional experience in accounting/financial and/or administrative responsibilities in an office or recreation center environment required.
Must be proficient with Microsoft Office.
Work with financial figures and organize data within city software systems.
Discern and maintain confidentiality.
Highly detail oriented.
Must plan and organize work and manage multiple tasks, short and long-term, in a fast-paced environment.
Must be able to communicate and interact effectively with people of all ages, including volunteers, staff and the public.
Must have competent language skills, including a thorough knowledge of spelling, punctuation, grammar, arithmetic and business English.
Ability to plan and organize workload independently to establish and meet goals and deadlines.
Knowledge of budgeting and financial tracking tools.
Thorough working knowledge of standard office practices and parks and recreation resources.
Knowledge of PC functions, ability to effectively work in Microsoft Office, the City's financial and payroll systems, and other database driven software.
Ability to learn, adapt and assimilate to new technology.
Ability to maintain effectiveness under varying degrees of pressure and deadlines.
Requires independence and accountability to accomplish the professional duties.
Must be able to develop and maintain effective, cooperative, friendly, and professional working relationships, using superior oral and written communication skills with City employees and the public even in conflict situations.
Must be capable of discerning when confidentiality is required and be able to maintain confidentiality.
Requires the ability to independently take initiative in gathering, assembling and analyzing facts to create more efficient operations and develop solutions to administrative problems.
Must work well under pressure and meet deadlines.

Nice To Haves

Associate Degree in Business Administration, Accounting, or Finance preferred.
Current CPR/AED/1st Aid certification preferred.
Notary Public commission preferred.

Responsibilities

Generates and maintains records and information by collecting, inputting, and preparing reports, including providing analysis to the Department as assigned.
Provides support for the department including scheduling meetings, maintaining files, updating procedures, and creating meeting agendas and notes, as assigned.
Manages contract administration and centralized procurement for the department.
Processes timecards accurately for payroll processing. Requires follow up with divisions and answering questions.
Assists with UKG process including entering new employees, handling employee changes, and other reports.
Assists in budget management by preparing departmental update reports, budget reconciliation, rollover documentation, and works closely with finance to assure accurate reporting.
Responsible for processing payments and refunds as needed.
Acts as the secretary on relevant boards/commissions and maintains regular communications with Board/Commission members.
Assists Director with special projects that may involve gathering and compiling data, preparing reports/information, and assisting with and/or leading special projects.
Monitors, facilitates, and compiles accreditation reports.
Serves as the Parks & Recreation department liaison for the Communications and Engagement Department.
Facilitates and coordinates social media communication channels.
Responsible for department website updates, modifications and maintenance.
Manages department CORA requests.
Manages administrative office including but not limited to tasks such as ordering office and breakroom supplies, organizing and upkeep of supply closet and breakroom, managing conference room schedule, preparing for office gatherings, answering front door.
Assists with special events.
Performs other duties as assigned.

Benefits

Two (2) Medical plans, Dental, Vision (for self/ spouse/ children)
A Dedicated, exclusive Employee Health and Wellness Center
Discounted Chilson Center passes
Paid vacation, holidays, floating holidays, and medical leave
Flexible spending including Dependent Care
Life Insurance, AD&D, Short-term and Long-term disability, and voluntary Critical Illness Coverage
Retirement 401a, 457, Roth (pre-& post tax) and company match
A Comprehensive Employee Assistance Program
Voluntary 529 College Invest program
Tuition Reimbursement
Employee Referral Program
Personal and Professional Development opportunities
Employee Recognition Program
Exceptional work-life balance
Market based pay & regular performance reviews
Local Government employment is eligible for Public Loan Forgiveness Program