Administrative Assistant - PRCR

Join Our Vibrant Team at the Town of Wake Forest!

Do you have a passion for Recreation and a desire to make a tangible impact on a thriving and growing town? Are you seeking a workplace that values collaboration, innovation, and a healthy work-life balance? If so, the Town of Wake Forest Parks, Recreation, and Cultural Resources Department invites you to bring your talents and enthusiasm to our dynamic team!

Why Choose Wake Forest Parks, Recreation & Cultural Resources?

Working for the Town of Wake Forest isn't just a job it's an opportunity to contribute to a special place's unique character and future. Here's what makes us stand out:

Our Organizational Culture: The Town's vision is that Wake Forest's vibrant, diverse, and welcoming community fosters its distinct character, thriving economy, and high quality of life. Our Core Values are Caring, Commitment, Character, Innovation, and Collaboration. Every quarter, we highlight one of our core values and have peer nominations to recognize exemplary work demonstrated by our employees. As part of employee development, the Town hosts a Toastmasters group, Supervisory Bootcamp, Leadership Academy, Effective Supervisory Practices course, and other professional growth opportunities. The Town also provides at least three annual Employee Appreciation food truck events.

A Collaborative and Supportive Environment: We foster a close-knit team where your ideas are valued, and collaboration is key to our success. You'll work alongside experienced and passionate professionals dedicated to mentorship and professional growth. We regularly have team-building events to celebrate departmental and personal accomplishments.

Work-Life Balance Matters: We understand the importance of a healthy work-life balance and strive to create a supportive environment that respects your time and commitments outside work. The Town offers Wellness Wednesday once a month, which allows employees to take off one hour early to attend to wellness needs. We also offer free access to our recreational facilities and discounted fees for youth athletic programs for employees' families. Our department also offers opportunities for management leave and flex time.

Located in a Charming and Growing Town: Wake Forest offers a high quality of life with a historic downtown, beautiful parks and greenways, a growing arts and culture scene, and a strong sense of community. Our Town Hall is in the Downtown area, which allows you to walk to lunch and other amenities.

Opportunities for Professional Development: We are committed to investing in our employees' growth through training, workshops, conferences, and other opportunities to expand their knowledge and skills in planning.

Competitive Benefits Package: The Town of Wake Forest offers a comprehensive benefits package, including health, dental, vision, and life insurance, long-term and short-term disability programs, retirement plan, paid time off, volunteer leave, paid parental leave, paid elder care leave, non-matching required 401k contributions, longevity pay bonuses, Employee Assistance Program, Flexible Spending Accounts (FSA), and more. Upon completing a six-month probationary period, you will also receive a 5% increase in salary. The Hiring Range for this opportunity is: $55,055 - 69,094. The Administrative Assistant classification performs various advanced and confidential administrative support functions, including data entry, customer service both over the telephone and/or in person, document creation, processing payments, and utilizing discretion while supporting confidential matters for a program, professional staff workgroup, department director, or division manager.

Distinguishing Features of the Class The Administrative Assistant is a single advanced-level administrative classification. It is distinguished from other administrative support job classes by the significant emphasis on paraprofessional administrative duties, performing a wide variety of complex, diverse, and confidential support. Job duties are broader in scope and complexity based on departmental assignments. This class is distinguished from the Executive Assistant by the latter's greater independence and responsibility for initiating professional-level assignments and carrying out executive support of a sensitive nature. An employee in this role typically serves as the front-line point of contact for the department, maintaining continuous contact with the public through direct contact, telephone, and email. This role requires patience, tact, and knowledge of general administrative operations and processes required of the administrative classification. This role will require a variety of administrative and office support duties, such as addressing invoices, preparing correspondence, forms, and other documents, and maintaining and filing records and files. Work may often require a high degree of independence, decision-making, and sound judgment in performing tasks. Work is performed under the general supervision of the assigned Department Director. Employee Values: Employees of the Town of Wake Forest are expected to uphold and exhibit the Town's shared employee values of caring, commitment, character, and collaboration.

Essential Functions

General Duties and Responsibilities Essential Duties and Tasks across all agencies

• Provides staff support to an assigned Department by assisting with administrative support related to advanced, complex, or sensitive natured materials including but not limited to:

  • Maintaining calendars; coordinating, arranging, and confirming meetings; arranging for meeting setup; attending meetings; taking notes; transcribing minutes and summaries.
  • Receives visitors and incoming calls; provides information and addresses inquiries that may require sensitivity and the use of sound, independent judgment.
  • Conduct research and respond to requests for information from officials, customers, and the public; may refer requests to appropriate staff as necessary.
  • Review, proofread, and edit departmental agendas and maintain files.
  • Schedule and coordinate special meetings, seminars, conferences, and training sessions.
  • Maintain department and agency contacts to include departmental mailing lists.
  • May act as the Director and the public or other employees' liaison.

• Establish, analyze, revise, and recommend administrative and office practices, procedures, systems, and workflow processes. Monitor activities to ensure conformance with adopted department/division work plans; analyze existing methodology; recommend improvements to practices and procedures and coordinate department/division functions; develop and assist in developing department/division operating procedures.

• Assist with monitoring vendor contract performance with assigned department/division to ensure compliance.

• Interprets policies and regulations for the public and department personnel; resolves inquiries that may arise and respond to citizen inquiries coordinating resolutions.

• Assist in creating a positive and supportive work environment; assist with enforcing safe workspaces; establish a culture of teamwork and communication; a workplace that promotes organizational values and actively promotes an environment respectful of living and working in a diverse society.

• Compiles and analyzes data and prepares regular and special reports for departmental/division management, including database management.

• Prepare agendas for meetings, functions, and conferences.

• Compose correspondence with a high degree of initiative and judgment when communicating with the public, contractors, public agencies, community partners, and other employees.

• May perform additional duties within the scope of this classification.

If Assigned to Parks, Recreation & Cultural Resources:

• Assist with all aspects of the program registration process, including rentals, payments, and records administration.
• Assist with the accreditation process.
• Maintain historical files through the archiving process.
• Assist with specialized research and analysis.

Minimum Qualifications

Recruitment and Selection Guidelines Knowledge, Skills, and Abilitie

• Principles and practices of administrative support, including methods and techniques used in financial administration, personnel administration, purchasing, project management, and contracting.
• Procedures and techniques associated with basic accounting and the ability to implement and maintain standard filing and accounting systems.
• Organization and operation of local government as necessary to assume assigned responsibilities.
• Standard office equipment, including computer systems and software programs.
• Public relations techniques and concepts.
• Principles and practices of sound business communication and ability to communicate effectively in writing and orally.
• Perform math and statistical calculations and data collection.
• Organize and maintain office/administrative systems and procedures.
• Understand, interpret, and apply agency policies and procedures.
• Define administrative issues and recommend and implement solutions.
• Prepare and present clear and concise reports.
• Establish and maintain effective working relationships with Town employees and officials, contracted service providers, other governmental agencies, citizen groups, and the public.
• Follow complex oral and written instructions.
• Manage multiple and rapidly changing priorities.
• Organize, research, implement, and maintain complex and confidential