Executive Assistant - Parks and Recreation

Job Summary:

Performs as the Executive Assistant to the Parks & Recreation Director and Management Team. Responsible for the coordination of business, administrative, budget, purchasing, and clerical support at the direction of the Director.

The salary range for this position is $32.32- $45.25 per hour with a hiring range of $32.32 - $38.78, depending on qualifications and experience.

This opportunity will be available to applicants until Friday 12.5.25 at 12:00 P.M. M.S.T.

A current resume is required, and a cover letter is preferred.

Please review the Parks & Recreation Annual Reports while considering this unique opportunity and please view our video Working at Loveland to learn more about our exceptional Loveland community and the benefits of working for the City!

Essential Functions:

• Generates and maintains records and information by collecting, inputting, and preparing reports, including providing analysis to the Department as assigned.
• Provides support for the department including scheduling meetings, maintaining files, updating procedures, and creating meeting agendas and notes, as assigned.
• Manages contract administration and centralized procurement for the department.
• Processes timecards accurately for payroll processing. Requires follow up with divisions and answering questions.
• Assists with UKG process including entering new employees, handling employee changes, and other reports.
• Assists in budget management by preparing departmental update reports, budget reconciliation, rollover documentation, and works closely with finance to assure accurate reporting.
• Responsible for processing payments and refunds as needed.
• Acts as the secretary on relevant boards/commissions and maintains regular communications with Board/Commission members.
• Assists Director with special projects that may involve gathering and compiling data, preparing reports/information, and assisting with and/or leading special projects.
• Monitors, facilitates, and compiles accreditation reports.
• Serves as the Parks & Recreation department liaison for the Communications and Engagement Department.
• Facilitates and coordinates social media communication channels.
• Responsible for department website updates, modifications and maintenance.
• Manages department CORA requests.
• Manages administrative office including but not limited to tasks such as ordering office and breakroom supplies, organizing and upkeep of supply closet and breakroom, managing conference room schedule, preparing for office gatherings, answering front door.

Other Job Functions:

• Assists with special events.
• Performs other duties as assigned.

Job Level and Management Expectations:

Qualifications:

Education:

• High School graduate or GED required.
• Associate Degree in Business Administration, Accounting, or Finance preferred.

Experience:

• 3 years professional experience in accounting/financial and/or administrative responsibilities in an office or recreation center environment required.
• Must be proficient with Microsoft Office.

Certifications:

• Current CPR/AED/1st Aid certification preferred.
• Notary Public commission preferred.

Knowledge, Skills, and Abilities:

• Work with financial figures and organize data within city software systems.
• Discern and maintain confidentiality.
• Highly detail oriented.
• Must plan and organize work and manage multiple tasks, short and long-term, in a fast-paced environment.
• Must be able to communicate and interact effectively with people of all ages, including volunteers, staff and the public.
• Must have competent language skills, including a thorough knowledge of spelling, punctuation, grammar, arithmetic and business English.
• Ability to plan and organize workload independently to establish and meet goals and deadlines.
• Knowledge of budgeting and financial tracking tools.
• Thorough working knowledge of standard office practices and parks and recreation resources.
• Knowledge of PC functions, ability to effectively work in Microsoft Office, the City’s financial and payroll systems, and other database driven software.
• Ability to learn, adapt and assimilate to new technology.
• Ability to maintain effectiveness under varying degrees of pressure and deadlines.
• Requires independence and accountability to accomplish the professional duties.
• Must be able to develop and maintain effective, cooperative, friendly, and professional working relationships, using superior oral and written communication skills with City employees and the public even in conflict situations.
• Must be capable of discerning when confidentiality is required and be able to maintain confidentiality.
• Requires the ability to independently take initiative in gathering, assembling and analyzing facts to create more efficient operations and develop solutions to administrative problems.
• Must work well under pressure and meet deadlines.

Physical Demands and Working Conditions:

• Frequent m inimal physical effort typically found in clerical work. Primarily sedentary, may occasionally lift and carry light objects. Walking and/or standing as needed and minimal.
• Frequent e xposure to routine office noise and equipment.
• Occasional e xposure to hazards typically found in general office environments where there is rarely to no exposure to injury or accident.

Additional Working Demands / Conditions:

• This position is expected to maintain regular office hours. Occasional remote work must be approved by Director.

This job description is not designed to contain a comprehensive listing of activities, duties or responsibilities that are required of the employee.

With over 300 days of sunshine, and just 30 miles from Rocky Mountain National Park in the heart of northern Colorado, Loveland is an ideal community for anyone to call home. Known as the Sweetheart City, this vibrant cultural hub is home to nearly 500 sculptures and public art installations, the world-famous Valentine Remail Program, and picturesque views of the Rocky Mountains. The community is bustling with a thriving arts, brewery, foodie, and shopping scene. Enjoy headliner concert and theatre productions, professional hockey events, endless community recreation and open space opportunities, art and sculpture shows, and several local festivals. Loveland also boasts an award-winning golf course and an inclusive library and community center. Loveland, Colorado has EVERYTHING YOU LOVE!

In 2020, Loveland was the only Colorado City to win the Governor’s Award for Downtown Excellence, is the top residential recycling City in the state for 4 consecutive years and has been ranked as one of the top places to live, work and raise a family in the U.S. and as one of the Most Idyllic Picturesque towns in America.

Apply today to join more than 800 employees who work to meet the core values of: Accountability & Integrity, Transparency & Honoring the Public Trust, Collaboration, Innovation, Safety, Excellent Service with Courtesy and Kindness. The City of Loveland is a diverse and welcoming community organization, and our employees enjoy a competitive benefits program, various opportunities for growth and development, and an exceptional work-life balance.

A vibrant community, surrounded by natural beauty, where you belong!

Benefit Eligible Benefits Package Includes:

• Two (2) Medical plans, Dental, Vision (for self/ spouse/ children)
• A Dedicated, exclusive Employee Health and Wellness Center
• Discounted Chilson Center passes
• Paid vacation, holidays, floating holidays, and medical leave
• Flexible spending including Dependent Care
• Life Insurance, AD&D, Short-term and Long-term disability, and voluntary Critical Illness Coverage
• Retirement 401a, 457, Roth (pre-& post tax) and company match
• A Comprehensive Employee Assistance Program
• Voluntary 529 College Invest program
• Tuition Reimbursement
• Employee Referral Program
• Personal and Professional Development opportunities
• Employee Recognition Program
• Exceptional work-life balance
• Market based pay & regular performance reviews
• Local Government employment is eligible for Public Loan Forgiveness Program
  
  

Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions.

City of Loveland job descriptions are designed to describe the general nature and level of work necessary to perform well in the job; they are not intended to provide an exhaustive list of responsibilities, skills, and qualifications. City of Loveland job descriptions may be updated periodically, and additional activities, duties or responsibilities may be assigned by management as deemed appropriate.

The City of Loveland provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, disability, genetic information, age, or any other status protected under federal, state, and/or local law.

The City of Loveland participates in E-Verify. In accordance with E-Verify requirements, upon your date of hire the City of Loveland will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. E-Verify Notice of Participation. Learn more about your right to work. Visit E-Verify.gov for more information. - 1807F3

Employment offers will be conditional on the successful completion of a background check.

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• City of Loveland

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