Administrative Assistant Parks and Open Space chez City of Louisville, CO

About the Department

The City of Louisville is seeking a highly organized Administrative Assistant for the Parks and Open Space divisions. Under the direction of the department head, this position performs responsible technical and clerical support work assisting in carrying out the duties and activities of the division. The position is responsible for administrative details associated with supporting Parks, Forestry, Cemetery, and Open Space Superintendents and staff through daily operations. The position works with considerable independence within the scope of established policies and procedures.  Position requires discretion and diplomatic skill in representing policies and working effectively with City personnel, officials, and the public. Performs other work as required.
This is a Monday-Friday, 40 hours per week position.

Position Duties

Duties for this position include, but are not limited to the following:

• Supports the Parks, Forestry, Cemetery, Open Space Superintendents and staff with routine daily details; handles phone calls and inquiries from citizens regarding information and specific problems; handles, drafts and processes all routine correspondence, letters, and memos.
• Administers Cemetery services by providing customer service and support service questions to include burial coordination, plot inquires, and plot sales. Manages Cemetery record retention per city guidelines.  
• Responsible for timely invoice processing, submitting check requests and purchase requisition requests on behalf of superintendents and supervisors of the Parks, Forestry, Cemetery, and Open Space divisions. 
• Manages adequate inventory for office supplies and other assign maintenance and operational needs. 
• Provides timely reports to superintendents on operational budgets, capital budgets, and purchase order statuses.

• Provides administrative support for advisory boards for Parks and Opens Space as requested by Superintendents. Including review and editing of packet materials, creating and posting board packets, and meeting support as needed.

• Supports Forestry Supervisor with management of licenses arborist yearly renewals.
• Supports Open Space sub-division with educational and volunteer programing coordination and management as requested.
• Manages Parks, Forestry, Cemetery, and Open Space webpages, providing updates and quarterly reviews (or as directed), and collaborates with the Parks, Recreation, and Open Space Marketing Manager to ensure alignment with City marketing guidelines.
• Responsible for electronic filing and maintaining filing systems and sub-division calendars, for Parks and Open Space Superintendents and Supervisors as requested.
• Supporting the Enterprise Asset Management system used by the Parks division. Provided field staff training and resolutions as needed. Managing work order reporting as requested by Parks Superintendent and Supervisors as requested.

• Other duties as assigned by Parks, Forestry, Cemetery and Open Space Superintendents or Supervisors and Director of Parks, Recreation, and Open Space.

Minimum Qualifications

• Completion of a high school diploma or equivalent.
• 2 years of general administrative/clerical and customer service experience.
• Training in administrative processes and general office practices such as word processing, simple bookkeeping and filing.
• Must be proficient in Word, Excel, and Outlook. (Will be required to test a passing score is 70% or higher).
• Any equivalent combination of acceptable education and experience as deemed appropriate by the City of Louisville.

Other Qualifications

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of office practices and procedures.
• Proficient skill in the use of a personal computer using Microsoft Office and various other application programs.
• Diplomatic skill in dealing effectively and courteously, especially during a conflict situation, with the general public, other departments,  other public and private agencies, and fellow employees.
• Ability to be proactive and to exercise independent judgment and sensitivity on complex administrative, technical and clerical tasks.
• Ability to operate modern office equipment such as copier, scanner, fax and calculator.
• Ability to follow complex written and oral directions.
• Knowledge of business English, spelling, punctuation, and mathematics.
• Ability to deal with nonroutine matters with minimal assistance from the supervisor.
• Ability to exercise initiative, prioritize needs, and to make sound independent judgments.
• Ability to deliver high level of customer service orally and written on a daily basis. 

PHYSICAL REQUIREMENTS OF THE JOB:
 While performing the duties of this job, the employee is regularly required to read, speak clearly, and hear; use hands, fingers, handle or feel objects, tools or controls.  The employee is occasionally required to walk and reach with hands and arms.  The employee may occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
  
WORK ENVIRONMENT:
 The work is performed in a maintenance shop combined office environment. The noise level is moderate to high and work environment can result in some distraction. 
  
OTHER NECESSARY REQUIREMENTS:
 Successful candidates may be required to complete a pre-placement substance screen prior to employment. A background and driving record check will be performed.
  
EQUAL OPPORTUNITY EMPLOYER:
 The City of Louisville offers Equal Opportunity for employment and advancement to all qualified applicants and employees.  It is the city’s policy not to discriminate on the basis of race, religion, creed, sex, age, national origin, ancestry or disability unless related to a bona fide occupation qualification.  This policy applies to all aspects of employment and the provision of the municipal services.  The Human Resources Director has been designated as the compliance coordinator for persons with disability seeking employment and will provide reasonable accommodations for testing and employment to qualified applicants.