Administrative Support Specialist III - Parks & Recreation

City-of-Edin; Edina (MN); On-site; USD 42,000 - 64,000; Full time

Job summary

City of Edina Parks & Recreation seeks an Administrative Support Specialist III to provide customer service, clerical support, and registration and park rental administration. The role partners with the Recreation Administrative Coordinator to ensure smooth operations.

The position emphasizes accuracy, confidentiality, and teamwork, handling inquiries, data entry, scheduling, and payments within the City’s systems.

Qualifications

• Requires a high school diploma or GED plus two years administrative support experience, including customer service.
• Desirable: experience in local government and familiarity with Parks & Recreation programs and services.
• Proficiency with Windows, MS PowerPoint and Excel and related scheduling and accounting software; ability to maintain confidentiality and manage multiple priorities.

Responsibilities

• Answer and direct phone calls, emails and other correspondence related to Parks & Recreation.
• Administer facility and field reservations and rentals; coordinate with park maintenance to keep schedules up to date; provide renter access cards.
• Register participants for Department programs and activities; support programming and space scheduling.
• Provide administrative support: respond to inquiries, draft letters, prepare mailings, manage filing and retention.
• Process payments, refunds and keep invoice records in city financial system.
• Support the Parks and Recreation Director and Assistant Directors with correspondence routing, meeting scheduling, and special projects.

Skills

Attention to detail

Interpersonal skills

Independent work

Customer service

Communication

Time management

Education

High school diploma or GED

Tools

Windows

Microsoft PowerPoint

Excel

Recreation Program Scheduling

Point-of-sale software

General accounting software

Job description

The Administrative Support Specialist III is responsible for providing customer and clerical support and registration and park rental administration for Edina Parks & Recreation. Incumbent works closely with the Recreation Administrative Coordinator to ensure customer service requests, facility rental and program registrations are supported.

Scope of Impact:

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.

• 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.
  1. Answers questions, resolves concerns, and provides information to residents and the general public regarding programs via telephone, email, mail and in person;
  2. Drafts and prepares letters, and other documents;
  3. Photocopies, scans and prepares materials for mailings;
  4. Manages and maintains inventory of forms and documents;
  5. Assists with maintaining filing, retention and destruction plan for files and documents;
  6. Orders office supplies and coordinates office equipment repairs and maintenance;
  7. Enters data and maintains databases;
  8. 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)
  1. 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
  2. Lead special projects and perform other administrative tasks as assigned
  3. Develop multi-media presentations, data analysis and data visualization, work plan and online engagement updates.
  4. 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).

Minimum Qualifications:

The job requires a high school diploma or equivalent (G.E.D.) plus two years administrative support experience including customer service experience, or equivalent.

Desired Qualifications:

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

Knowledge, Skills and Abilities Required for Successful Job Performance:

• 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.

Physical and Mental Requirements:

Physical effort is light for the majority of work, with lifting or carrying limited to 25 pounds intermittently. Maintaining files requires bending and stopping. Duties at times require extended use of a keyboard.

Working Conditions:

Work is performed in a normal office environment. There is very frequent computer use. Work is performed against deadlines, and high attention to detail is required. Upon successful onboarding and role knowledge this position would be eligible for the City’s Work Flex Policy.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City retains the discretion to add duties or change the duties of this job at any time.