Community Relations Assistant

Closing date: Wed, January 31st 2024 5pm PST

Benefit type: Full time benefited position

Benefits available: For a full description of our benefits, please click here.

About the job:

The Community Relations Assistant is responsible for providing administrative support to the projects and functions of the Community Relations Department including volunteer engagement, communications, public relations, community outreach, marketing, employee communications, website content, events, sponsorship, advertising, and with the park foundation.

A day in the life:

• Process volunteer applications and criminal history background checks, maintain record keeping and communicate with volunteers and staff to ensure compliance with regulations and district policies.
• Offer data and information systems support, including data entry, content review, file maintenance and organization, record keeping, processing analytics and completing minor system updates.
• Provide support to community engagement, communications and marketing efforts, including proofreading, review, research, using templates to create materials, scheduling and taking photos and video, organizing materials and general support to projects.
• Place orders and maintain inventory for promotions, communications and marketing materials; support staff with supplies needed for events and activities.
• Support staff with review and creation of materials for program and facility communication needs.
• Distribute communications and marketing materials to district facilities and various community locations and monitor supplies at these outlets.
• Support for processing invoices, making deposits, sending receipts and maintaining appropriate records.
• Assist at community events and activities, including serving as contact for volunteers.
• Perform special projects as assigned.
• Acts as Mandatory Reporter; reports incidents of child abuse/neglect.
• Perform other duties as assigned.

Schedule:

Preferred schedule: Monday through Friday- 8:00am- 5:00pm.
Flexible schedule may be available.

What you will need for success:

Strong Knowledge of:

• Office administrative processes, procedures and functions;
• Software systems including Microsoft Word and Excel; experience with database systems;
• Professional use of English language and grammar;
• Relevant district programs, services, and facilities.

Skill and Ability to:

• Effectively communicate with others verbally and in writing, including by phone, e-mail or in person;
• Work independently while also able to work cooperatively with others;
• Collaborate across departments;
• Proficiently operate office equipment including computers and associated software programs;
• Focus on details and maintain quality standards;
• Offer excellent interpersonal and creative problem-solving skills;
• Exercise good judgment and demonstrate initiative;
• Meet deadlines and manage multiple priorities;
• Establish and maintain effective, cooperative and respectful working relationships with all contacts.

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

License and Certifications:

Some positions may require 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.

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:

Works under the supervision of the Community Engagement Supervisor. Carries out work independently but work and decisions are typically reviewed prior to final execution. This position also works closely with all members of the Community Relations team and will receive assignments, feedback and review of projects directly from those people.
Supervision Exercised:

Supervision is not a responsibility of this position, however, may provide guidance and direction to volunteers.

Working Conditions:

• Duties are primarily preformed in a shared office environment while sitting at a desk and working at a computer terminal with frequent interruptions and office noises.
• With supervisor approval, work may be done from a home office based on a designated schedule, following an orientation period review held at the eighth month of work.
• Assignments may also require work at district recreation facilities and outdoors in park and trail locations work is primarily performed indoors requiring the 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.
• Work performed outdoors includes exposure to inclement weather including heat, cold, humidity, wind, snow, and rain and standing and walking over uneven terrain such as parks and trails with up/down includes paved and unpaved surfaces.
• Frequent focus on a computer screen, side-to-side turning of neck, walking, standing, pushing, and pulling.
• Making substantial movements (motions) of the wrists, hands, and/or fingers. Manual dexterity and coordination; daily precise control of fingers and hand movements while operating computer keyboard; telephone and standard equipment.
• 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.
• Requires crouching, bending, kneeling, reaching, setting-up and tearing-down activities; ability to push, pill, lift or carry up to 30 pounds unassisted.
• Ability to occasionally work evenings and weekend days.

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.

Application consideration and wage calculation:

To be considered for this position, applicants must have a complete online application. Your application materials and any submitted responses to the supplemental questions will be the basis for our evaluation. Incomplete information may result in disqualification and/or affect your starting wage.

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.

ADDITIONAL APPLICATION INFORMATION

Please note that our application system does now allow you to save and come back to complete your application at a later time. You will have to complete the application once you have started it. This position has some supplemental questions that might require extra time and each answer has a one-thousand-character limit. If you would like to write a longer answer, you may do so by completing your answers in a different document and uploading them as part of your application.

Please ensure you have all the information you need to complete the application.

1. Share your experience working as the support to a team of people. What was your role and what did you contribute to the team?
2. Describe your experience with managing multiple projects and priorities and how you organize your time.
3. Tell us about a work or school related project that you completed that required attention to detail and follow through.
4. Describe your experience with Microsoft Office tools such as Word and Excel, and any publishing systems like Publisher or Canva.