Executive Assistant and Board Clerk

Benefit type: Full time- Exempt

Benefits available: For a full description of our benefits, please click here

About the job:

The Executive Assistant and Board Clerk leads support services for the district to ensure effective and streamlined administrative operations. This position provides administrative services to the Executive Team and department heads. Assists the Board of Directors by working with the Executive Director and board chair to manage board meetings, board business, and official records. Performs high-level administrative, analytical, and technical support duties, writes policies, and manages projects for the Executive Director's office.

A day in the life:

The information provided below encompasses the typical duties and capabilities linked with this classification. Duties may include, but are not limited to the following:

District-wide responsibilities

• Completes special assignments from the Executive Director with minimal instruction. Analyzes project steps, conducts research, compiles information, and prepares reports. Manages district-wide and sensitive administrative or operational projects.
• Researches, develops, and writes district policies, ensuring compliance with legal and ethical requirements, and organizational standards.
• Responds to and resolves difficult and sensitive citizen inquiries and complaints.
• Coordinates administrative support resources to support efficient district operations.
• Acts as the Executive Director's liaison by serving on task forces and work groups.
• Writes communication responding to citizen inquiries for the Executive Director and Board of Directors; handles sensitive issues while providing excellent customer service.
• Serves as the district archivist; responds to all public records requests and counsels management staff on public information implications.
• Serves on multiple district committees and acts as committee coordinator, coordinating communication and committee work alignment.
• Coordinates media-related requests and maintains administrative historical records.
• Writes and prepares letters to legislators; assists with legislative analysis and prepares reports.
• Prepares and delivers presentations to the Board, Executive Team, and community groups.
• Participates in development and implementation of district goals; recommends and implements policies and procedures.
• Manages Executive Team operations by organizing meetings, following up on assignments, coordinating topics, and producing agendas; may chair committees.
• Represents the district in interdepartmental, intergovernmental, and community activities.
• Provides administrative support to the Executive Director, including communications screening, scheduling, calendar management, document editing, and report preparation.
• Prepares the Executive Director for meetings and events, ensures required public notices, logistics, materials, and follow-up actions are completed.
• Coordinates key functions and operational needs of the district office building.

Board Oversight

• Prepares Board materials with leadership to ensure readiness. Schedules and attends meetings, prepares packets and minutes, and arranges logistics.
• Facilitates board meetings for remote participation and viewing by using district technology and ensures accurate minutes are completed.
• Prepares and reviews a variety of correspondence and materials for the Board.
• Schedules meetings and tours; ensures meeting law compliance; distributes board packets; ensures public notices are posted.
• Onboards incoming board members.
• Secures and tracks board travel and training, reviews expenses.
• Plans board events and activities.
• Ensures access to the Board for staff, board members, and citizens; manages public communications to the Board.
• Coordinates measurement and status reports for the Annual Action Plan.
• Acts as a Mandatory Reporter; reports incidents of child abuse/neglect.
• Performs other job-related duties as assigned.

Schedule:

• Full time (40 hours per week), exempt position with the ability to regularly attend evening meetings, early morning meetings, work occasional weekends for assignments and travel for training and conferences.
• This position is an in-office role and does not qualify for a flexible work schedule; however, occasional flexing of hours may occur during weeks with board meetings.

What you'll need for success:

Strong Knowledge of:

The individual in this classification is expected to possess and exhibit the following knowledge, skills and abilities.

• Principles of organization and group dynamics;
• Program, policy, and procedure development and evaluation;
• Public administration principles;
• Data collection and research methods;
• Business writing and report preparation;
• English usage, spelling, grammar, punctuation;
• Legislative processes;
• Record keeping and minute preparation;
• Public relations and customer service;
• Office procedures and software applications;
• Experience at the executive level and collaboration with senior leadership;
• Federal, state and local laws, ORS and OAR relevant to the district;
• Public records and public meeting requirements;
• Consensus building and conflict resolution techniques.

Skill and Ability to:

• Oversee projects from concept through completion, including planning, organizing, tracking milestones, resolving issues, and ensuring successful outcomes.
• Think analytically and manage multiple priorities;
• Understand organizational culture and operations;
• Exercise elevated discretion, professionalism, and judgment when handling sensitive, confidential, or proprietary information, ensuring compliance with legal and ethical standards.
• Analyze problems, identify solutions, implement recommendations;
• Develop and interpret policies and procedures;
• Evaluate complex information and data;
• Organize and prioritize in a fast-paced environment;
• Prepare concise technical and administrative reports;
• Independently prepare correspondence and reports;
• Present information effectively;
• Work independently with initiative and good judgment;
• Operate office equipment and software, including Microsoft Office programs, proficiently;
• Communicate diplomatically and tactfully;
• Communicate effectively verbally and in writing;
• Plan, organize, and prioritize work;
• Provide information requiring interpretation of policies;
• Exercise expert judgment within policy guidelines;
• Maintain tact and diplomacy in sensitive or confidential situations;
• Safeguard sensitive and proprietary information;
• Create cooperative and respectful working relationships.

What we're looking for:

Education, Experience, and Training:

1. Associate's degree or equivalent 2 years of college coursework; AND
2. Five (5) years of progressively responsible administrative and analytical experience, including two (2) years in an executive-level office setting; OR
3. Any satisfactory combination of education, experience, and training.
4. Training or experience in project management is preferred.

License:

1. Possession of, or ability to obtain, a valid Oregon driver's license within 30 days with an acceptable driving history as defined by district driving policy.
2. Possession of, or ability to obtain within 60 days of hire, a valid Oregon Public Notary Commission.

Working Conditions:

The following are working conditions, including environmental and physical demands, required for this classification.

• Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently to lift, carry, push, pull, or otherwise move objects.
• Remain in a stationary position for extended periods of time, move about the office occasionally.
• Travel within or outside the Bend area.
• Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to others' work accurately, loudly or quickly.
• Perceiving the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication and making fine discriminations in sound.
• Make substantial wrist, hand, and finger movements.
• Maintain vision clarity at 20 inches or less.
• Maintain concentration on computer screens;
• Ability to work amid interruptions.
• Perform filing requiring crouching, bending, kneeling, or reaching.

Supervision Received:

Works under the general supervision of the Executive Director. Follows standard processes and procedures and confirms significant deviations in advance.

Supervisory Exercised:

Supervision is not normally a responsibility of this position. However, the position may provide direction and guidance to district staff and volunteers. Assigns work to others.

Selection Process:

Applicants are screened based upon their relevant knowledge, abilities, skills, experience, and training. An offer of employment is contingent on the verification of credentials and other information required by Bend Park & Recreation District policies, including a background check and a driving history review when driving is required for position.

Equal Employment Opportunity:

Bend Park and Recreation District is an Equal Opportunity Employer

Bend Park & Recreation District Core Competencies:

All positions with Bend Park and Recreation District are subject to district and position competencies. Below is a list of the most critical competencies for this position. Additional competencies are required for the position and may change based on needs. A complete list of the competencies is available from Human Resources.

• Accountability
  • Customer Service Orientation
  • Safety
  • Judgment and Decision Making
  • Teamwork and Cooperation
  • Results Orientation
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ADDITIONAL APPLICATION INFORMATION

Please note that our application system does not allow you to save and come back to complete your application at a later time. You will have to complete the application once you have started it. This position has supplemental questions that might require extra time. If you would like to write longer answers, you may do so by completing your answers in a different document and uploading them as part of your application. Please ensure you have all the information you need to complete the application.

1. Describe your experience with managing multiple projects and priorities and how you organize your time.

2. Describe your experience providing administrative support to: A. Multiple executives; B. Senior leaders; C. Board members.