Administrative Programming Assistant

Location: 400 Lafayette Road - Noblesville, Indiana, 46060 Hamilton County is one of Indiana’s fastest growing, highest educated and wealthiest counties in the state and the Midwest. Two-thirds of the workforce lives and works in the county -- a percent that has remained constant since 2010. Hamilton County is continually recognized in rankings ranging from “Best Cities to Relocate To” and “Best City to Raise a Family” to “Healthiest County in Indiana” and “Happiest Suburbs in the Nation”. Come be a part of all Hamilton County has to offer as we work together to serve the citizens of Hamilton County. Job Description: POSITION DESCRIPTION COUNTY OF HAMILTON, INDIANA POSITION: Administrative Programming Assistant DEPARTMENT: Parks and Recreation WORK SCHEDULE: 8:30 a.m. - 4:30 p.m., M-F, some weekends and evenings STATUS: Full-time FLSA STATUS: Non-exempt HOURLY RATE: $29.5824 per hour To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skills, and/or ability required. Hamilton County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship. Incumbent serves as Administrative Programming Assistant for the Hamilton County Parks and Recreation Department, responsible for managing the programming design and publications along with centralized filing system, coordinating contractual professional services, providing administrative duties, and assisting with programs and events. DUTIES: Maintains an organized and secure centralized filing system that meets the needs of the Department and ensures compliance with relevant laws and regulations. Maintains, creates, develops, and updates current and future programs, events, online and print mediums for Department. Collaborates with Director, Deputy Director, and park managers to develop and implement effective recruitment and hiring strategies, including job postings. Maintains an up-to-date and accurate database of organizational information, including contact information, job titles, print mediums, and social media engagement. Facilitates design of employee training and development programs. Maintains Policies and Procedures Manual with annual reviews, updates, and presentations to Director for authorization. Provides administrative support to the Director and Department Managers, including scheduling appointments, preparing reports and correspondence, managing email and phone communications, and coordinating meetings. Prepares agendas for administrative and special meetings as directed by the Director or assignee. Creates graphic designs and social media for Department website, print mediums, social media outlets, outreach, and education. Answers phones, greets visitors, and provides information about the park and its programs, services, and activities. Manages incoming and outgoing mail, faxes, and other correspondence. Assists in coordinating programs, travel, events, and arrangements for Department and visitors as assigned. Assists in managing Department calendar and scheduling appointments, meetings, and events as assigned. Coordinates logistics for employee meetings, including booking venues, managing equipment, and preparing materials. Provides support for special projects and initiatives, such as fundraising campaigns, capital improvement projects, and grant applications. Produces binders, spreadsheets, and other materials for other staff members to reference. Develops and maintains effective working relationships with staff, vendors, board and foundation members, and other stakeholders. Oversees set-up and tear down of activities and events and assists with preparation and planning of programs and events as assigned. Assists staff with various duties as assigned. Performs related duties as assigned. I. JOB REQUIREMENTS: Bachelor’s degree Public Administration or similar preferred or a reasonable combination of college classes and experience. Working knowledge of standard office policies and procedures with computer skills, including word processing, spreadsheet, presentation, email, internet, and Department-specific software systems, and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations. Working knowledge of standard English grammar, spelling, and punctuation, and ability to prepare clear and concise reports, memos, and other documents for a variety of audiences. Working knowledge and demonstrated ability to take initiative, anticipate problems, and identify opportunities for improvement in work processes and procedures. Knowledge of and ability to operate designs of Adobe Creative Suite. Knowledge of best practices in program design, media, and writing, with ability to research opportunities, develop proposals, and manage programs, media, and publication budgets and reporting requirements. Knowledge of relevant laws and regulations governing the management of records, best practices, training, programs, media, publications, ADA and development requirements. Ability to understand and manage projects, develop and manage budgets, timelines, and resources effectively. Ability to perform event planning and management, including the ability to coordinate logistics, manage vendors, set up and tear down events, and troubleshoot problems that arise during events. Ability to effectively communicate orally and in writing with strong interpersonal skills, and to work collaboratively with co-workers, other County departments, community organizations, graphics designers, printers, photographers, entertainers, booking agents, volunteers, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities. Ability to prepare and deliver public speeches and presentations, and to understand the standard principles and practices of public communications. Ability to provide support for special projects, fundraising campaigns, capital improvement projects, travel events, programs and grant applications. Ability to provide strong attention to detail and organizational skills, including managing multiple projects and deadlines simultaneously. Ability to properly operate various office equipment, such as computer, printer, slide projector, camera, and telephone. Ability to provide public access to, or maintain confidentiality of, Department information and records according to State requirements. Ability to understand, memorize, retain, and carry out written and oral instructions, present findings in oral or written form, and appropriately respond to constructive criticism. Ability to work alone and with others in a team environment with minimum supervision, work on several tasks at the same time, and complete assignments effectively amidst frequent distractions and interruptions. Ability to maintain appropriate, respectful interrelationships with co-workers. Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate or hostile persons. Shall comply with all employer and Department personnel policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct. Ability to commit to continuous learning and professional development, including the ability to stay current with trends and changes in the field of park management and administration. Ability to occasionally work extended, weekend and/or evening hours. Possession of a valid driver's license and demonstrated safe driving record. As a result of the duties associated with this job, there is the potential of becoming exposed to blood borne pathogens and other potentially infectious diseases. To safeguard employees and eliminate the liability placed on Hamilton County, employees working in this position shall begin the three shot Hepatitis B vaccination and subsequent training within 10 days of their initial job assignment per OSHA 29 CFR 1910.1030(f)(2)(i). The initial and two subsequent vaccinations shall be administered by the Hamilton County Health Department and free of charge to the employee. If the employee has previously received the three shot Hepatitis B vaccination, official documentation must be provided to the supervisor identifying the dates in which each shot was appropriately administered. A Temporary Medical Declination may be made for a period of up to six months. A Declination form must be completed, outlining the medical reasons for the temporary declination and forwarded to the Safety & Risk Manager. Employees temporarily declining the vaccine are prohibited from performing any duties in which they may be exposed to a blood borne pathogen or other potentially infectious disease until they are able to begin/continue the series of vaccinations. Failure to comply will result in termination of employment. II. DIFFICULTY OF WORK: Incumbent performs standard, recurring duties according to Department policies and procedures. Incumbent receives indirect or occasional supervision, with priorities determined by supervisor, service needs of the public and seasonal deadlines. III. RESPONSIBILITY: Incumbent is responsible for proper completion of assigned tasks. Incumbent’s work is reviewed in process and upon completion for accuracy, soundness of judgment, and conformity with instructions. IV. PERSONAL WORK RELATIONSHIPS: Incumbent communicates with co-workers, other County departments, community organizations, graphics designers, printers, photographers, entertainers, booking agents, volunteers, and the public for purposes of providing information and rendering service. Incumbent reports directly to Deputy Director. V. PHYSICAL EFFORT AND WORK ENVIRONMENT: Incumbent performs duties in a standard office environment and outdoors, involving sitting/walking at will, sitting/standing/walking for long periods, keyboarding, close/far vision, lifting/carrying objects weighing up to 25 pounds, reaching/bending, handling/grasping/fingering objects, speaking clearly, hearing sounds/communication, driving, and depth/color perception. Incumbent is occasionally required to work extended, weekend, and/or evening hours, which could/and does include physical activity. APPLICANT/EMPLOYEE ACKNOWLEDGEMENT The job description for the position of Administrative Programming Assistant for the Hamilton County Parks and Recreation Department describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions. Hamilton County is an Equal Opportunity Employer. We participate in E-Verify. Welcome to Hamilton County Indiana! Hoosier Hospitality is our culture, and you will find a unique blend of communities that define sophistication, have entrepreneurial spirit, as well as home town charm. Walkable downtowns, waterfront access, dynamic sports venues, cultural and food attractions, and open land all demonstrate the diversity of our county offerings. Who We Are: With a growing population of 300,000+ residents, Hamilton County is a great place to live, work, learn and play. We are strategically located in the Indianapolis metropolitan area. Close to downtown Indianapolis and the award-winning Indianapolis International Airport, Hamilton County is within a one-day drive of 50% of the U.S. population. We are listed as one of the fastest growing counties in the country and have earned a national designation as a Best Place to Live and Raise a Family. Home to four midsized cities and vibrant communities that include award-winning schools and workforce training opportunities, the county offers Midwest affordability, low tax rates, safe, walkable downtowns that include thriving arts communities, dining, entertainment and shopping with easy commute times and abundant parking. The county also includes options for lakeside living or properties in the open country. Central Indiana enjoys four seasons living for a variety of outdoor sports and recreation all year round. A short drive takes you to Indianapolis, the 16th largest city in the country and the state capitol. Home of the world-famous Indianapolis 500, The Indianapolis Colts, the Indiana Pacers, minor league soccer and baseball, and host of numerous college and professional champions, in addition to unique museums and cultural venues. Hamilton County #1 Best Counties to Live in Every State - MSN.com 2020 Best Counties to Live in America – Niche.com 2018 Healthiest Communities in America – US News & World Report 2019 Carmel #2 Best Places to Live in 2021-2022 - Money 2021 #1 Fit City in Indiana - Barbend 2020 #2 Strongest Small Business Presence - Smart Asset 2020 #4 Safest City to Raise a Child - Safewise 2020 Named as one of the Coolest Suburbs in America – Apartment Therapy 2019 #1 Best Place to Live in America – Town and Country Magazine 2018 #1 Best Places in U.S. to Launch a Career – Money Magazine 2018 Noblesville World’s #1 Amphitheatre: Ruoff Home Mortgage Music Center – Pollstar 2018 Top 5 Places to Live in Indiana – HomeSnacks 2019 Westfield #6 Best Place to Live - Money Magazine 2020 Top Sports Facility in the U.S. – Sports Destination Management 2018 Top 100 Safest Cities in America – Neighborhood Scout 2019 Why choose a career in the public sector with Hamilton County? To provide the most responsive level of governmental services To serve the public efficiently Ability to make a difference in your community The work is meaningful and rewarding Improve your Work/Life balance Stability and job growth Excellent Benefits Work and live in one of the best County in the Nation! 950 Full-time positions 350+ part-time = 1,300+ County wide Position Types: Law enforcement – Police, Corrections Officers in Jail, 911 Dispatch Center, Community Corrections Judiciary - Clerk’s Office, Court staff, Court Reporter/Bailiff, Probation & Prosecutors Clerical - Receptionist, Data Entry, Office Managers Labor/Trades/Crafts – Buildings & Grounds, Highway, Parks Department Professional and Executive – IT, Health Department, Engineers, Elected Officials/Department Heads, Human Resources Benefits Highlights: Medical, Dental, Vision, Life (employee, spouse, children), Long and short-term Disability Hamilton County Employee Health Center & Pharmacy (Noblesville/Westfield): High quality primary medical care facility and wellness services Advocacy Program – One-on-one appointment with a Physician to evaluate chronic illness/injuries Nutrition Education and Wellness Center (diabetes, high cholesterol, weight loss and management, cancer and kids health) Pharmacy – Low-cost co-payments, encourage use of generic meds, Medication Management Program providing review of medication interactions/effectiveness Leave Benefits: Sick leave, bereavement, holidays (10-13 per year), compensatory time, paid time off (1 week at 6 months, 2 weeks at 1 year then an additional day each year until max of 22 days on year 15). Upon completion of 30 years of service time, employees earn 1 additional day per year up to 40 years of service time. Retirement Benefit Options: Indiana Public Employee Retirement Fund Pension (annuity & pension), AUL Deferred Compensation Plan, McCready Retirement (Merit staff)