Administrative Assistant

4 days ago

Carlsbad, United States City of Carlsbad Full time


The Position

Are you passionate about supporting the operations that keep our parks and recreation services running smoothly? Join our Parks & Recreation Department Admin team as a part-time Administrative Assistant. In this role, you will provide essential support to our CAPRA accreditation process and assist with contract management, ensuring that our department maintains its high standards and continues to deliver quality services to the community.

The ideal candidate is detail-oriented, responsible, and thrives in a collaborative environment. You should have a strong ability to manage multiple tasks, keep processes on track, and ensure that documents and files are well-organized. Proficiency in Microsoft Excel and Word is crucial, and knowledge of parks and recreation operations is beneficial, though a willingness to learn is key.


Typical schedule is 2 to 4 weekdays, working approximately 4-8 hours per day, during normal business hours Monday through Friday.


The City of Carlsbad embraces diversity, equity and inclusion in the workplace and recognizes the vital relationship of a culturally diverse, engaged work environment and innovative excellence. A diverse, equitable and inclusive work climate comprises personal experiences, values, and views shaped from differences of culture and circumstance. Our organization appreciates belonging, creativity, recognition and retention of its employees and is committed to hiring and developing motivated, productive and talented employees who provide services and enhance our quality of life. We work to embrace open and equitable access to opportunities for learning and development as our responsibility and goal.
Key Responsibilities

  • Provide administrative support for the CAPRA accreditation process, including organizing evidence and tracking deadlines
  • Ensure insurance files are up to date and accurate for contract management
  • Communicate clearly with staff, managers, and contractors
  • Maintain organized files
  • Respond to public records requests as needed
  • Other administrative support activities as needed

Qualifications

Knowledge of:

  • Microsoft Word, Excel, Outlook and Adobe Acrobat Pro; experience with Microsoft Teams a plus
  • Professional communication techniques, both oral and in writing
  • Basic filing systems; physical and electronic
  • Familiarity with contracts and agreements, a plus
Ability to:
  • Understand the administrative support role as facilitating the work of paraprofessional/technical staff
  • Follow prescribed processes and procedures with minimal direction/supervision
  • Proofread accurately under tight timelines
  • Work successfully both independently and in a team environment
  • Demonstrate excellent customer service skills
  • Communicate professionally and effectively with staff at diverse levels of the organization as well as those outside the organization, orally and in writing
  • Use modern office equipment and software

Experience & Education

Experience: Any combination equivalent to experience that could likely provide the required knowledge and abilities would qualify.

Education: Must have high school diploma or G.E.D.



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