Administrative Support Specialist III - Parks & Recreation

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

Benefits offered by this job

Medical benefits

Dental and Vision benefit plans

Life insurance

Retirement plan (PERA)

Job summary

City of Edina is seeking an Administrative Support Specialist III to provide customer and clerical support for Edina Parks & Recreation. The role includes handling registrations, facility rentals, payments, and general administrative tasks to backstop leadership and operations.

The position requires at least a high school diploma or GED plus two years of administrative experience. Strong MS Office, data entry, and customer service skills are essential.

Qualifications

• High school diploma or GED plus 2 years administrative support experience.
• Strong customer service and clerical skills.
• Experience with data entry and database maintenance.
• Familiarity with local government processes is a plus.
• Proficiency in Windows and Microsoft Office (PowerPoint, Excel).

Responsibilities

• 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 keep schedules up to date and access cards available.
• Registers participants for programs and activities; supports space scheduling.
• Prepares letters, documents, records, and handles filing and retention.
• Manages payments, refunds and invoice records in the city financial system.
• Supports the Parks and Recreation Director and Assistant Directors with meetings and correspondence.

Skills

Customer service

Data entry

Phone support

Office administration

Scheduling

Excel

PowerPoint

Windows

POS software

Education

High school diploma or GED

Local government experience

Tools

Windows

PowerPoint

Excel

Recreation Program Scheduling

POS software

Accounting software

Job description

• Enters data and maintains databases;

Position 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.

Essential Functions

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

Qualifications

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.

Supplemental Information

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.

Full Time Employee Benefits

The City of Edina offers a competitive benefits package and uses a “cafeteria plan” model, which gives the employee a monthly sum of money and allows them the flexibility to choose how to spend it on the various benefits offered. All insurance coverage takes effect the 1st of the month following date of employment.

• Medical: 9 plans to choose from through Health Partners. All individual plans are fully covered and have leftover money towards other benefits. Family health insurance is also low cost and high quality.
• Dental: 2 plans to choose from through Health Partners depending on your dental needs.
• Vision: Supplemental Vision plan for glasses and contacts
• Long & Short-Term Disability: All full-time employees receive Long Term disability at no cost, with an option to purchase short term disability.
• Life insurance: All full-time employees receive a $20,000 Basic Life policy at no cost, with an additional buy up option.
• Retirement: All public employees are required by the State to participate in the Public Employees Retirement Association (PERA). 6.5% of the employee's gross wage or salary is matched with a 7.5% contribution from the City. Some Police and Fire employees are mandated to participate in PERA at a rate of 11.8% of their gross wage or salary, matched by 17.70% contribution by the City. 457 Deferred Compensation plans are also available.
• Supplemental Accident, Critical Illness and Hospital Care plans
• Employee Assistance Program (EAP): Free and confidential service for all employees and their families

Vacation/Sick Leave/Holidays

• Paid vacation is available to all regular full-time employees and begins with accruing 3.08 hours/paycheck (10 days per year). The amount increases as the years of service increase.
• Sick leave accrues at 3.69 hours/paycheck (12 days per year).
• Each regular full-time employee is eligible for 13 paid holidays during the year.

Part Time & Seasonal Employee Benefits

• Extended Part-time (30-39 hours/week year-round): Eligible for Health Insurance, 13 paid holidays, Retirement, and Employee Assistance (EAP) program. Employees also accrue Paid Time Off (PTO) at 1 hour for every 30 hours worked.
• Regular Part-time (20-29 hours/week year-round): Eligible for 6 paid holidays, Retirement, and Employee Assistance (EAP) Program. Employees also accrue Paid Time Off (PTO) at 1 hour for every 30 hours worked.
• Flexible Part-time and Seasonal employees: Employees accrue Paid Time Off (PTO) at 1 hour for every 30 hours worked and are eligible for the Employee Assistance Program (EAP).
• Individual benefits may vary slightly depending on the specific position, full or part-time status or union contract.