Senior Administrative Assistant- Program Oversight Specialist

Missouri Park and Recreation Association; Kansas City (MO); On-site; USD 42,000 - 62,000; Full time

Job summary

Kansas City Parks & Recreation is seeking a Senior Administrative Assistant- Program Oversight Specialist to support the Recreation Division. The role focuses on administering calendars, coordinating meetings, and maintaining division communications to ensure smooth operations.

Responsibilities include timekeeping, data collection, reporting, liaison with other departments, managing contracts and facility use, and supporting accreditation and program audits.

Qualifications

• Requires accredited Bachelor's degree or equivalent combination of education and professional experience.
• Demonstrates ability to develop and operate administrative systems, programs, policies, and practices.

Responsibilities

• Provides administrative support for the Recreation Division including coordination of meetings, calendars, and division communications.
• Performs complex administrative tasks requiring independent judgment and initiative.
• Operates the division's recreation management system, CivicRec.
• Acts as timekeeper for Recreation Admin staff and audits time records.
• Maintains records and prepares reports on program operations, participation, and performance.

Skills

Administrative support

Calendar management

Data analysis

Customer service

Timekeeping

Education

Accredited Bachelor's degree

Tools

CivicRec

Job description

Senior Administrative Assistant- Program Oversight Specialist

Kansas City (MO) Parks & Recreation

What You'll Do

• Provides administrative support for the Recreation Division including coordination of meetings, calendars, and division communications


• Perform a variety of complex administrative assignments requiring independent judgment and initiatives


• Operates the division's recreation management system, CivicRec


• Serves as timekeeper for the Recreation Admin staff and reviews/audits Recreation Division time


• Maintains comprehensive records and prepares reports related to program operations, participation, and performance


• Performs related duties and special assignments/projects to support division operations, strategic initiatives, and/or prepares detailed reports with findings and recommendations.


• Compiles, analyzes, and interprets operational and program data to support decision-making and strategic planning.


• Supports accreditation processes and ensures compliance with documentation and reporting standards


• Conducts surveys and/or collect data related to the Recreation Division programming, prepare reports with findings and share with staff involved


• Supports financial tracking, reporting, and reconciliation of program-related accounts


• Assist with monitoring athletic facility use agreements, contracts, and rental permits to ensure compliance with established terms and conditions.


• Track contract deadlines and payment schedules, ensuring all required funds are collected and received prior to established due dates.


• Coordinate with user groups, vendors, and internal staff to follow up on outstanding balances and contract requirements.


• Manages inventory of Recreation Admin supplies


• Orders supplies and goods for daily operations and events for the Recreation Division


• Analyzes program revenues and expenditures to support fiscal accountability and sustainability


• Maintains required documentation including incident reports, waivers, and compliance records


• Supports recruitment, onboarding, scheduling, and coordination of part-time, seasonal staff, and volunteers


• Provides guidance on administrative processes and ensure consistency in operational practices across program areas


• Responds to inquiries, concerns, and complaints from the public, resolving issues in accordance with departmental policies and procedures


• Handles complex or sensitive customer service matters and provide clear, accurate information to participants and community members


• Serves as a liaison with other departments, agencies, and community organizations


• Other duties as assigned

Requires

• an accredited Bachelor's degree


• OR an equivalent combination of qualifying education and experience to include professional experience in the development and/or operation of administrative systems, programs, policies and practice.

EOE. The City of Kansas City, Missouri is an equal opportunity employer committed to a diverse workforce.