Recreation Administrative Systems Specialist

Job Description

Job Description

Description:

Benefit type: Full-time nonexempt, benefited

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

About the job:

The Recreation Administrative Systems Specialist is responsible for providing complex administrative, technical, and operational support to the Recreation Department. The position serves as a departmental resource for software systems administration, data management, budget monitoring, and records management. This classification combines routine to complex administrative support responsibilities with specialized knowledge of district software applications and operational systems to support the efficient and professional operation of the department.

A day in the life:

Duties may include, but are not limited to the following:

• Serves as the departmental subject matter expert and primary point of contact for recreation, administrative, fiscal, and timekeeping software systems.
• Administers, maintains, and troubleshoots software applications, system configurations, and data integrity across platforms.
• Provides end-user training, coaching, and technical assistance to department staff on software systems, including onboarding new users and supporting ongoing skill development.
• Participates in the evaluation and implementation of new or upgraded software systems; researches and provides input on system enhancements to improve departmental operations.
• Maintains, modifies, and generates reports, queries, and dashboards within software systems to meet operational and programmatic needs; assists in the design of new reporting tools as directed.
• Provides technical support for board meetings, including setup and operation of audio/visual equipment, digital streaming platforms, and camera systems.
• Gathers, compiles, and organizes program and operational data, assisting in the preparation and interpretation of reports on cost recovery, attendance, budget performance, demographic information, and participant feedback.
• Supports research efforts and special studies by collecting data, compiling findings, and preparing draft reports as assigned.
• Maintains and updates data tracking tools, spreadsheets, and performance dashboards as directed; assists in the development of new tools and reporting formats.
• Formats, proofreads, and edits a variety of internal and external documents, including reports, program materials, forms, and correspondence. Assesses RecTrac fees and descriptions and has discretion to make edits as necessary.
• Prepares and maintains budget worksheets and financial tracking tools; assists supervisors with expense coding, monthly budget monitoring, and reconciliation of purchase card statements.
• Supports budget development by compiling financial data, preparing spreadsheets, and generating reports from financial software systems.
• Reconciles departmental general ledger entries and processes invoices and transactions as needed.
• Assists in project planning, schedules, and extends invitations to groups (technical experts, members of the community, and staff), sets up and coordinates public, stakeholder, and agency meetings, records, transcribes, and delivers meeting minutes, monitors and tracks progress towards goals.
• Responsible for records management systems; develops workflow processes, trains staff, and maintains integrity of systems.
• Reviews administrative documents for accuracy and policy compliance, including contracts, evaluations, invoices, and hiring paperwork.
• Manages and tracks the department's donation program, including processing requests, liaising with outside organizations, and distributing passes or vouchers under the direction of management.
• Assists in drafting new or revised administrative policies and procedures for review by managers and directors; develops and documents standard operating procedures for general recreation and administrative processes; identifies opportunities for process improvement within assigned areas.
• Enters and maintains data in computerized systems and databases with a high degree of accuracy and timeliness and has the ability to assess and update information.
• Inventories and orders office supplies; approves supply orders placed by other recreation divisions.
• Maintains regular and punctual attendance; contributes to a positive, constructive, and inclusive work environment.
• Provides occasional back-up support for front desk operations, including responding to participant and instructor inquiries.
• Assists in planning and coordinating logistics for internal staff events, including food orders and promotional materials.
• Acts as a Mandatory Reporter; reports incidents of child abuse/neglect.
• Performs other job-related duties as assigned.

Work Schedule:

Monday through Friday 8:00 a.m. to 5:00 p.m.

What you'll need for success:

Strong Knowledge of:

• Principles and practices of recreation management software, document management systems, financial software, HR systems, business intelligence tools, and collaboration platforms;
• Office administrative processes, procedures, and functions, including records management and filing systems;
• Methods and techniques of data collection, organization, and reporting;
• Laws, rules and regulations pertaining to accounts payable;
• Budget monitoring, reconciliation, and basic accounting principles;
• English language, including spelling, grammar, and composition.

Skill and Ability to:

• Work independently and cooperatively; plan, organize, prioritize and manage competing responsibilities to meet schedules and deadlines;
• Exercise sound judgment, demonstrate initiative, and make good decisions in a dynamic work environment;
• Communicate effectively in oral and written form, including by phone, email, and in person; draft clear correspondence and assist in the preparation of policies, procedures and reports;
• Navigate difficult conversations or interactions with upset individuals while maintaining professionalism and rapport;
• Establish and maintain effective, cooperative and respectful working relationships with staff, vendors and the general public;
• Administer, troubleshoot and train others on multiple software platforms and technology systems;
• Collect, compile and organize data; analyze and interpret findings and present results in clear, usable formats
• Maintain and update spreadsheets, dashboards, queries and reports; assist in the design of new reporting tools as needed;
• Identify opportunities for process improvement and assist in implementing changes to increase efficiency and consistency;
• Apply district rules and policies, maintain confidentiality and handle sensitive information with discretion

What we're looking for:

Minimum Education, Experience, and Training:

1. Associate’s Degree; AND
2. Two (2) years of experience in software system support and administrative support experience; OR
3. Any satisfactory combination of education, experience and training.

License and Certifications

1. Ability to obtain valid Oregon driver’s license within 30 days with an acceptable driving history as defined by district driving policy.

Supervision Received:

Receives general supervision from a manager. Carries out work independently, but work and decisions are typically reviewed prior to final execution.

Supervision Exercised:

Supervision is not a responsibility of this classification; however, provides direction and training to others, including training staff on software systems, administrative processes, and data management processes.

Working Conditions:

The following are working conditions, including environmental and physical demands, required for this classification.

• Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, to lift, carry, push, pull or otherwise move objects.
• Remain in a stationary position (sitting or standing) for extended periods of time, move about the office occasionally.
• Must be able to travel to locations in, around, or outside the greater Bend area.
• 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.
• Perceiving the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication and making fine discriminations in sound.
• Making substantial movements (motions) of the wrists, hands, and/or fingers.
• Ability to have clarity of vision at 20 inches or less.
• Ability to maintain sustained concentration on computer screens; use keyboards and a variety of peripherals.
• 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.
• Ability to periodically work evenings or weekends.
• Requires crouching, bending, kneeling or reaching to perform filing activities.

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.

Veteran Preference Status

Under Oregon law, veterans who meet minimum qualifications for a position may be eligible for employment preference. To qualify for veterans’ preference, you must submit required documentation prior to the closing date of the recruitment. Veterans’ preference cannot be awarded without required documentation. Beginning January 1, 2026, certain preferences will also apply to current and former members of the Oregon National Guard. For more information on if you qualify for veterans’ preference visit -preference.aspx

Equal Employment Opportunity: Bend Park and Recreation District is an Equal Opportunity Employer

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.

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 does not 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. Describe yOur experience administering or supporting software systems (e.g., recreation management, financial, HR/timekeeping, or document management software). What was your role, and what systems did you use?
2. Describe your experience building or maintaining reports, queries, spreadsheets, or dashboards. What tools did you use (e.g., Excel, Power BI, system-native reporting), and who used the outputs?
3. Describe your experience providing administrative support in a professional office setting?
4. Describe your experience with budget monitoring, expense coding, invoice processing, or reconciliation. What financial systems have you worked in?
5. Give an example of a time you compiled data from multiple sources into a report or summary for decision-makers. How did you ensure accuracy?