Administrative Assistant to Parks & Recreation

The City of Renton is seeking a forward-thinking Administrative Assistant to support a Parks & Recreation Department undergoing major modernization and system upgrades. This a great position for someone who thrives in project management, process improvement, and change management, as well as incorporating a strong customer focus, initiative, adaptability, and a positive attitude to fast-evolving operations. The incumbent will help improve workflows, support new financial and legislative software transitions, coordinate cross-department projects, and build systems that make the department more efficient, responsive, and community-centered. We are looking for a problem solver who enjoys learning new technology, streamlining processes, anticipating needs, collaborating with others, who elevates the work environment and helps set a standard of excellence. If you are motivated, detail-oriented, and excited to contribute to a culture of teamwork, equity, and continuous improvement, we encourage you to apply.

Minimum Qualifications:

EDUCATION, EXPERIENCE, AND LICENSE REQUIREMENTS:

• 2 years of college-level coursework specializing in business administration or a closely related field.
• 4 years' administrative support experience.
• Or 6 years combined education and experience.
• Valid drivers' license and successful passing of a required driving record check

Working for the City of Renton comes with anexcellent benefits package, including:

• Deferred compensation with the city contributing 4% of the employee's salary.
• Medical, dental, vision and life insurance at affordable rates
• Paid leave for vacation, sick, eleven holidays and two personal holidays a year
• State of Washington Department of Retirement Systems Public Employee Retirement Systems (PERS) plan enrollment

ESSENTAIL FUNCTIONS:

• Provide administrative support to the Parks & Recreation Administrator relieving them of clerical duties including composing and proofreading a variety of correspondence, memos, reports and other materials.
• Organize and coordinate office functions, activities and communications.
• Maintain complex and comprehensive financial records and files pertaining to departmental expenditures, budget balances, payroll and operations.
• Prepare a variety of statistical, financial and narrative reports and records as necessary.
• Assist in budget preparation and maintenance, input invoices, track expenditures.
• Coordinate purchase of office supplies, equipment and other expenditures.
• Develop new and improved systems, procedures and forms as a result of new policies or directives or routine research and analysis; assist with implementation after securing approval.
• Manage calendars for Administrator including department and division meetings, city-wide outreach, up to and including agenda setting and facilitation, as appropriate
• Assure efficient workflow and office operations.
• Coordinate and monitor projects involving Parks and Recreation. Provide administrative support to the City of Renton committees, commissions, council, and other department groups, including setup and attendance at meetings, publishing notices, creating and posting agendas and completing meeting minutes. Create agenda bills, coordinate with staff contact and process through City Clerk's office according to procedures and deadlines.
• In collaboration with other Parks and Recreation staff, oversee the management of professional service contracts, funding agreements, and/or other legal documents held by the department including coordination with consultants or organization, creation of contracts or agreements and forwarding to legal for review and approval, signatures, A/P, setup recording payments and renewal notification.
• Have knowledge and understanding of the Open Public Records Meeting Act and Robert's Rules of Order. Assist with record retention by the State Record retention guidelines and city practice. Gather records in response to Public Records Requests and the Public Records Act.
• Participate on a variety of City committees, study groups and task forces.
• May supervise, evaluate and direct the work of administrative staff; maintain knowledge of all programs used by staff to provide back up support as needed.
• Provide administrative support to various Advisory boards; facilitate and track board/commission member training.
• Coordinate and manage varied inventory (tablecloths, easels, projectors, laptops, vehicles, carts).
• Oversee the management of contracts held by Parks & Recreation including, proofing, and obtaining legal review and approval, signatures, A/P set up, recording payments and renewal notification.
• Assist with setup, tear down and/or staffing public events.
• Create agenda bills related to Parks & Recreation matters for council meetings; coordinate with staff contact and process through City Clerk's office according to City of Renton procedures.
• Contribute to an environment of teamwork and respect.
• Foster a culture of equity and inclusion by recognizing the diverse needs and perspectives of groups and individuals.
• Remain current with relevant technological advancements as it relates to field.
• Participate in and help provide cross-training in processes as directed by management to ensure a well-rounded team for coverage purposes.
• Maintain regular, reliable, and punctual attendance.
• Perform other duties as assigned.
• May be assigned to support City priorities during emergencies.

PHYSICAL DEMANDS:

• Drive to offsite locations to perform essential functions.
• Move throughout City facilities and buildings.
• Operate a computer and other office equipment.
• Communicate with City employees and residents.
• Lift or move items weighing up to 30 pounds occasionally.

WORK ENVIRONMENT:

• Work is performed in an office environment (and outdoors in all weather conditions occasionally).
• Noise level in the office is moderately quiet (and noise level out in the field is moderately loud).
• Work evening and/or weekend hours as needed.
• Night meetings may be required.

Accommodation

Individuals needing accommodation in the application, testing, or interview process may contact sjacobs@rentonwa.gov at least 2 days prior to the need. Communication from the City of Renton: We primarily communicate via e-mail during the application process. E-mails from rentonwa.gov and/or governmentjobs.com should be placed on your safe domain list to ensure you receive notifications in a timely manner. As a precaution, you may also want to check your junk e-mail folders. We also communicate via text and encourage you to sign up for text alerts when completing your job application.

Recruitment Process: The screening process will include a review of minimum qualifications and applicants selected for an interview will be invited via email to self-schedule a time through the Government Jobs account. At minimum, this position will be subject to a standard criminal background check and professional reference check. This position requires driving and is also subject to a driving record check from the WA State Dept of Licensing (or other state equivalent). Driving records will be evaluated based on a points system depending on the infraction and severity.