Administrative Assistant

Job Description

Job Description

Benefits:

• Individual Membership to Flex Rex
• Family Membership to CRC and Field House
• Health insurance
• Opportunity for advancement
• Paid time off
• Vision insurance
• Wellness resources
• Competitive salary
• Dental insurance
• Flexible schedule

** Applications will be accepted through October 14, 2026.**

Position Summary 
This position is responsible for coordinating all essential office administration, providing high-level administrative support, and assisting with project processes from planning through delivery. Assists with administrative tasks to support Executive Director, Board of Directors, Recreation Foundation, professional staff, and special committees by preparing agendas, meeting notes, project summaries, and common office and support tasks. Serves as the Designated Election Official of the District. This individual will serve as a liaison between the public, staff, and other stakeholders, managing schedules and correspondence, preparing reports, and handling sensitive information with discretion.
 
Essential Duties and Responsibilities
The following are examples of primary duties assigned to this position. Other related duties may be assigned.
Administrative/Office Support:

• Provide high-level administrative support to the Executive Director, executive team and administrative team—including conducting research, preparing spreadsheets and documentation, and coordinating meetings—while serving as a central point of contact connecting staff, supervisors, and the public.
• Produce and distribute correspondence documents and aid in communication among staff and the public.
• Assisting MRD staff in maintaining office calendars, scheduling meetings, reserving meeting rooms, and assisting with reservations.
• Serve as a point of contact for the public, answering questions, providing information, and connecting constituents with appropriate staff to resolve complaints.
• Organizes and maintains office electronic and manual filing systems.
• Co-coordinates staff celebrations and recognition activities.
• Arranges and delivers hospitality for meetings, training, and special events.
• Contributes to an environment of continuous quality improvement and recommends efficiency improvements for office and administrative operations.
• Maintain working knowledge of District programs, services, policies, procedures, and public information to effectively respond to inquiries and provide administrative support.
• Coordinate District marketing activities by serving as the primary administrative liaison between MRD staff and external marketing contractors and assisting with consistent implementation of organizational messaging and brand standards. 
• Maintain administrative records related to District contracts and assist with contract routing, tracking, renewals, documentation, and other administrative requirements as assigned. 

Designated Election Official (DEO): 

• Serve as the District's Designated Election Official and coordinate District elections in accordance with applicable statutory requirements.
• Plan, coordinate, and administer regular and special District elections as applicable.
• Coordinate required notices, filings, calendars, election materials, and communications.
• Maintain accurate and secure election records and documentation.
• Coordinate with legal counsel, county officials, election vendors, and other agencies or officials as necessary.

MRD Board and MRF Board Support: 

• Assist the executive team in coordinating, reviewing, maintaining, and publishing materials related to the Board of Directors and MRF activities, including arranging meeting logistics, activities and events, and creating and maintaining records. 
• Assist the Executive Director in preparation and distribution of Board meeting agendas and packets.
• Provide support to the MRF and liaison staff, collaborating on research, spreadsheets, data manipulation, and preparation and administration of documents, presentations, meetings, and events.
• Coordinate Maintain official Board records, resolutions, meeting materials, and other governance documents as assigned.
• Coordinate posting/publication of meeting notices and other required notices.
• Maintain Board calendars, meeting schedules, and administrative records.
• Assist with records retention and public records/CORA administration
• Coordinate Board and committee meeting logistics.

  Position Competencies

• Organizational skills and the ability to manage schedules, files, and documents efficiently; proficiency in organizing meetings, events, and travel arrangements.
• Time management and the ability to prioritize tasks effectively, meet deadlines, and manage multiple assignments concurrently. 
• Strong written and verbal communication abilities, including drafting reports, emails, and memos.
• Proficiency in managing databases, tracking projects, and maintaining detailed records.
• Attention to detail by ensuring accuracy in all aspects of administrative support, including paperwork, scheduling, and reporting.
• Familiarity with software such as Microsoft Office Suite (Word, Excel, PowerPoint), Google, email, and scheduling tools. Some roles may require knowledge of specialized software for parks and recreation management.
• Ability to adjust to shifting priorities and manage new tasks or changes in the work environment.
• Ability to identify and resolve administrative or operational issues quickly and effectively.
• Make informed decisions about administrative and procedural tasks, often in the absence of direct supervision.
• Maintain confidentiality on sensitive information such as personnel matters, financial records, or strategic plans.
• Maintain a positive outlook. 
• Always uphold ethical standards and professionalism.

Leads and Coordinates the District’s Safety Committee 

• Assists in supporting a proactive, organization-wide culture of workplace safety. 
• Identifies safety risks and trends, coordinates inspections and training
• Reviews incidents and near misses, and works with department leaders to ensure safety concerns are addressed in a timely manner.
• Serves as a resource to staff and leadership on safety practices, compliance, emergency preparedness, and continuous improvement. 

Position Competencies

• Organizational skills and the ability to manage schedules, files, and documents efficiently; proficiency in organizing meetings, events, and travel arrangements.
• Time management and the ability to prioritize tasks effectively, meet deadlines, and manage multiple assignments concurrently. 
• Strong written and verbal communication abilities, including drafting reports, emails, and memos.
• Proficiency in managing databases, tracking projects, and maintaining detailed records.
• Attention to detail by ensuring accuracy in all aspects of administrative support, including paperwork, scheduling, and reporting.
• Familiarity with software such as Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace. Some roles may require knowledge of specialized software for parks and recreation management.
• Ability to adjust to shifting priorities and manage new tasks or changes in the work environment.
• Ability to identify and resolve administrative or operational issues quickly and effectively.
• Make informed decisions about administrative and procedural tasks, often in the absence of direct supervision.
• Maintain confidentiality on sensitive information such as personnel matters, financial records, or strategic plans.
• Maintain a positive outlook. 
• Always uphold ethical standards and professionalism.

  Work Environment

• Office and field environment, indoor and outdoor recreation spaces, travel from site-to-site, and extensive public contact. 
• Hours will include seasonal variations, regularly requiring evenings, weekends, and holidays. 
• Required to utilize a personal vehicle, with mileage reimbursement provided by MRD. 
• Required to have a personal cell phone with part of the monthly service cost covered by MRD.

 
Physical demands

• Primary functions may require maintaining the physical condition necessary for walking, standing, or sitting for prolonged periods. This position will also require moderate to heavy lifting on occasion and work in indoor and outdoor facilities.

Travel required

• While performing the duties of the job, the employee is frequently required to attend a variety of meetings, activities, and events held at all MRD locations. Efficient and effective transportation to and from all MRD facilities is required. 

Required education and experience

• A minimum of three (3) years of experience of administrative support.

-Or-

• A combination of education and experience which demonstrates the knowledge, skills, and abilities to perform the duties of this position.

Preferred Qualifications

• Associate degree or bachelor’s degree in business administration, public administration, organizational communications, or a closely related field.

  License and Certification

• A valid driver’s license
• The possession of or ability to obtain CPR/AED and First Aid Certificate

  Benefits Included
Comprehensive health, dental, vision, and life insurance benefits. PERA employer and 401K contribution options. Paid time off (PTO) in addition to 10 paid holidays, and a family membership to the Community Recreation Center.