Administrative Specialist - Parks & Recreation

Job Title: Administrative Specialist, Parks and Recreation

Department: Parks, Business Services Division

Classification: Non-Exempt

Hiring Range: $24.05/hour - $27.06/hour

Salary Range: $24.05/hour - $36.08/hour

Position Summary: Performs complex administrative, technical, and clerical duties in support of Parks and Open Space, Business Services, Recreation, Golf, and Special Events. Works as part of the Parks and Recreation Business Services Administrative Support Team, consistent with the City’s mission and values.

Supervision: Works under the direct supervision of the Parks Business Manager and does not exercise direct supervision.

• Provide routine and special clerical, reception, and administrative duties; use computer applications to type, edit, and send correspondence; enter, retrieve, and search data in databases.
• Process documents, ensuring all necessary forms are complete and accurate; answer routine and detailed questions; locate documents; fill out forms; make copies or scanned PDFs.
• Process incoming and outgoing mail; print, copy, assemble, distribute, and file documents; maintain filing systems.
• Maintain and restock office supplies and forms; interact with other offices, departments, and outside organizations to obtain and provide information.
• Act as cashier: receive and process cash, checks, and credit card payments; balance cash drawer daily.
• Schedule appointments, maintain monthly calendar, schedule meetings and rooms; attend meetings to take and transcribe notes; prepare agendas and legal notices.
• Serve as courier when required, including driving a city vehicle.
• Assist Parks, Recreation and Business Services staff as needed; provide support for Recreation Department Grants administration; review work products for quality.
• Adapt work priorities and office locations flexibly.
• Assist in the planning and execution of departmental special events (e.g., parks picnics, recreation events, staff meetings).
• Perform office environment projects such as reorganizing spaces and scheduling maintenance repairs.
• Conduct walkthroughs of Park and Recreation facilities to ensure orderliness, compliance with rules, and safety practices.
• Coordinate cleaning services and manage facility supplies for recreation facilities.
• Collaborate with Facilities Maintenance Staff to address work orders, coordinate schedules, and ensure project completion.
• Act as Recreation Department liaison with Human Resources as directed.
• Assist with processing, monitoring, and administering new and returning employee paperwork; participate in hiring seasonal and intermittent staff including advertising, new‑hire paperwork, and onboarding.
• Obtain authorizations for invoicing expenditures; prepare requisitions; perform accounting functions related to departmental purchasing and deposits.
• Prepare budgeting information and reports as needed.
• Process accounts receivable invoices for multiple departments; manage accounts payable PO tracking lists and utility provider lists.
• Set up new suppliers in Oracle in coordination with Finance; reconcile monthly P‑card statements for field staff.
• Assist staff with computer applications, hardware, software, and training; troubleshoot issues with work phones, computers, logins, and security protocols.
• Set up new cell phones for employees; perform maintenance on printers, copiers, and computer hardware.

• Service: Provides service with excellence, humility, integrity, and respect; builds trust by listening and following through on commitments.
• Partnership: Creates strong, supportive internal and external relationships to achieve shared goals.
• Stewardship: Balances social, environmental, and financial responsibilities to support a thriving future.
• Innovation: Pursues new ideas and creative outcomes grounded in the City’s culture and opportunities.
• Communication: Knowledgeable in effective communication across oral, written, visual, and non‑verbal contexts.
• Interpersonal: Demonstrates ability to work well with diverse groups inside and outside the organization.
• Technology: Demonstrates sufficient technical skills for the position, learns new technologies, and embraces innovation.
• Administrative…