Administrative Assistant - Parks & Recreation

Position Summary

Join a team dedicated to enhancing the quality of life for the Savage community through outstanding parks, recreation programs, and public service! The Administrative Assistant for Parks & Recreation provides administrative and customer service support focused on the Recreation Division of the City's Public Works Department. As a primary point of contact for the public, this position supports daily department operations through program registration, facility reservations, records management, communications, and financial processing while fostering a welcoming, responsive and service-oriented experience. This is a full-time, in-office position. Work hours are 7:00 a.m. - 3:30 p.m., Monday through Friday.

Anticipated Hiring Range: $26.77/hour - $28.95/hour Full 2026 Pay Range: $26.77/hour - $35.27/hour

Essential Functions and Responsibilities

• Assist members of the public who visit, call, or email the Public Works Department and/or Parks & Recreation Division. Answer commonly asked questions and route more complex inquiries or issues to the appropriate staff.
• Process program registrations, facility reservations, and other departmental forms; monitor program and registration deadlines, maintain accurate records and follow up on discrepancies as needed.
• Enter, update, and maintain information in computerized databases, recreation management software, and other recordkeeping systems.
• Compile, compose, proofread and/or distribute correspondence, reports, agendas, notices, and other departmental documents related to parks, recreation programs, facilities, and special events.
• Post and ensure proper publication of public notices related to the Parks & Recreation Division.
• Coordinate administrative activities for departmental meetings, advisory boards, and community events by preparing and distributing agendas and supporting materials and handling meeting logistics.
• Prepare minutes of the meetings of the City's Parks, Recreation and Natural Resources (PRNR) Advisory Commission from video recording of meetings.
• Occasionally attend evening meetings of the PRNR Commission or other parks and recreation special events (2 to 3 times per year).
• Assist with departmental response to requests for public records and the maintenance of records in accordance with the City's records retention schedule.
• Receive, sort, and distribute mail and deliveries; maintain office supplies, and manage departmental calendars.
• Receive and code invoices for approval.
• Provide back-up administrative and customer service support for other divisions of the Public Works Department when needed.

Knowledge, Skills and Abilities Required:

• Excellent customer service skills and the ability to respond appropriately and professionally to a wide range of customer service situations and public requests.
• Ability to accurately and effectively process registrations, reservations, memberships, and/or payments.
• Strong time management and organizational skills; attention to detail. Ability to manage multiple priorities, meet deadlines, and maintain accurate records.
• Ability to establish and maintain positive, professional working relationships with residents, program participants, community organizations, vendors, contractors, coworkers, volunteers, and representatives of other City departments.
• Effective and professional oral and written communication skills, including in person, over the phone, and via email.
• Strong computer skills, particularly with the Microsoft Office suite, and the ability to thoroughly learn and operate specialized software used for recreation programming and facility rentals.
• General knowledge of municipal operations, including city policies, procedures, departments, and functions.
• Ability to operate common office equipment including printers, copiers, postage, and fax machines.

Minimum Qualifications

• High school diploma or GED.
• Three years of administrative or office support experience, which includes customer service or public contact.

Desired Qualifications:

• Associate's degree or higher in related field.
• Experience providing administrative support for a city, county, or school district.
• Experience using recreation management software (such as RecTrac, WebTrac, ActiveNet, or CivicRec).
• Proficiency in a second language that is commonly spoken in the community.

Supplemental Information

Work Environment:

• Work is performed primarily in a professional, climate-controlled office environment.
• Substantial contact with the public, partner agencies, and other City employees.
• Monday through Friday work schedule, 7:00 a.m. - 3:30 p.m.

S = Significant M = Moderate O = Occasional

Type of Activity - Frequency

Walking/Standing - O

Sitting - S

Standing in one place - O

Climbing - O

Pulling/Pushing - O

Crawling/Kneeling/Squatting - O

Bending/Stooping - O

Twisting/Turning - O

Repetitive Movement - O

Lifting waist to shoulder - O

Lifting knee to waist - O

Lifting floor to knee - O

The City of Savage offers a comprehensive benefits package to full-time employees, including health, dental, and vision insurance; Flexible Spending Accounts (FSA); life insurance; short- and long-term disability coverage; PERA retirement; deferred compensation plans; wellness programs; and paid holidays, vacation, and sick leave.