Administrative Assistant 2- Park Services

About the job:

The Park Services Assistant will be responsible for administrative support to the Superintendent of Park Operations and Managers.

A day in the life:

The information provided below encompasses the typical duties and capabilities linked with this classification. Duties may include, but are not limited to the following:

• Receives reviews and processes a variety of paperwork in assigned area of responsibility, which may include contracts, work orders, invoices, and other documents.
• Responsible for file management systems; files, purges, organizes, and archives. Transitions from paper to electronic; maintains integrity of electronic file system.
• Analyzes documents, ensures accuracy and compliance with policy; enters a variety of information in databases and/or computerized systems.
• Performs various routine clerical duties including greeting the public, answering phones, taking and transmitting messages, scanning documents, ordering supplies; making photocopies, faxing documents, collating documents and information, and sorting and delivering mail.
• Compiles and maintains data for budgeting and billing purposes; processes transactions; computes or verifies data.
• Reconciles department general ledger.
• Manages contracts; coordinates with staff and vendors; develops invoices against contracts; receives and processes payments.
• Conducts research and composes correspondence and reports.
• Maintains appropriate inventory levels within assigned area of responsibility.
• Schedules and coordinates meetings and/or special events.
• Receives and maintains budget records, invoices, and receipts.
• Records meeting minutes; transcribes and disseminates.
• Maintains petty cash and monitors payments.
• Posts information to District employee website and other websites; develops and updates department or District forms.
• Acts as a Mandatory Reporter; reports incidents of child abuse/neglect.
• Performs other job-related duties as assigned.

Schedule and hours:
Monday through Friday- 7:30am -4:00pm

What you will need for success:
Strong Knowledge of:

• Policies, procedures, and practices in assigned department area;
• Office administrative processes, procedures and functions;
• Laws, rules and regulations pertaining to accounts payable;
• Maintaining filing systems, and computer data systems; and
• Basic math, spelling, English and grammar.

Skill and Ability to:

• Work independently while also able to work cooperatively with others;
• Plan, organize, prioritize, delegate and review work in order to meet schedules;
• Good listening, diplomacy, and analytical skills;
• Effectively communicate with others verbally and in writing, including by phone, e-mail, or in person;
• Ability to navigate difficult conversations or conversations with upset people while keeping rapport;
• Exercise good judgment, demonstrate initiative, and make good decisions;
• Excellent interpersonal skills, and creative problem solving;
• Computer competency in word processing, and spreadsheet applications;
• Apply District rules and policies, work with confidential information and maintain confidentiality; and
• Create a positive, constructive relationship with staff and the general public.

What we're looking for:
Education, Experience, and Training

1. High school diploma or equivalent; AND
2. Two (2) years of experience in area of responsibility or general office experience; OR
3. Any satisfactory combination of education, experience and training.

Position Specific Requirement

This position may require reporting to additional sites throughout the workday, typically achieved in a motor vehicle OR other modes of transportation. If choosing a personal vehicle, possession of, or ability to obtain valid Oregon driver’s license within 30 days with an acceptable driving history as defined by district driving policy.

If you do not have a driver’s license or have an unacceptable driving history, it does not disqualify you from this position, only from driving a vehicle for district business.

Supervision Received:
Receives general supervision from a manager. Carries out work independently, but work and decisions are typically reviewed prior to final execution.
Supervision Exercised:
Supervision is not a responsibility of this classification

The following are working conditions, including environmental and physical demands, required for this classification.

• Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, to lift, carry, push, pull or otherwise move objects.
• Remain in a stationary position (sitting or standing) for extended periods of time, move about the office occasionally.
• Must be able to travel to locations in, around, or outside the greater Bend area.
• Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other works accurately, loudly or quickly.
• Perceiving the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication and making fine discriminations in sound.
• Making substantial movements (motions) of the wrists, hands, and/or fingers.
• Ability to have clarity of vision at 20 inches or less.
• Ability to maintain sustained concentration on computer screens; use keyboards and a variety of peripherals.
• Ability to work and maintain focus in a work environment with moderate noise (i.e., working around others making periodic phone calls or having conversations) and with frequent interruptions.
• Ability to periodically work evenings or weekends.
• Requires crouching, bending, kneeling or reaching to perform filing activities.

Selection Process:

Applicants are screened based upon their relevant knowledge, abilities, skills, experience, and training. An offer of employment is contingent on the verification of credentials and other information required by Bend Park & Recreation District policies, including a background check and a driving history review when driving is required for position.

Equal Employment Opportunity:

Bend Park and Recreation District is an Equal Opportunity Employer

Bend Park & Recreation District Core Competencies:

All positions with Bend Park and Recreation District are subject to district and position competencies. Below is a list of the most critical competencies for this position. Additional competencies are required for the position and may change based on needs. A complete list of the competencies is available from Human Resources.