Administrative Specialist

The Position

The Park District is currently recruiting for one Administrative Specialist vacancy. The current vacancy is at the Tilden Nature Area located in Berkeley, CA. The hiring pools established from this recruitment will be used to fill the current vacancy and any additional vacancies that may occur during the one-year life of the hiring pools.

Internal Candidates: Per the AFSCME MOU, section 20.5 "Promotional In-House List", "Permanent employees in the Applicant Classification with a minimum of one year seniority and who meet the minimum qualifications for the Promotional Classification will, upon written request, be placed in a separate hiring pool for the Promotional Classification". If you wish to be placed on the promotional in-house list, you must: 1) Submit an application AND 2) Submit a written request for placement on the promotional in-house list by the closing date of this job announcement (Thursday, April 9, 2026 at 5:00 PM). To submit a written request for placement on the promotional in-house list, please email Christina Souza, csouza@ebparks.org

Recruitment Timeline
Minimum Qualifications Screening: Mid-April

• Respect – We honor the land we steward, each other, and the park visitors we serve.
• Resilience – We creatively adapt to change. We address challenges with empathy, perspective, and determination.
• Relationships – Our greatest strength lies in the trust, accountability, and teamwork we cultivate with our colleagues, partners, and the public we serve.
• Responsiveness – We communicate openly, honestly, and reliably.
• Transparency – We hold the public's trust through meaningful stakeholder engagement and access to timely and reliable information on decisions and performance.

• Work with a purpose for a better world today and for future generations through the preservation of open space, public access to the outdoors, and a commitment to the conservation of the natural world found east of the San Francisco Bay across 33 cities in Alameda and Contra Costa counties
• A community of colleagues who are passionate about public service and the East Bay Regional Park District, the communities it serves, and its mission
• Excellent benefits: Medical, Dental, Vision, Flexible Spending, and pension benefits through California Public Employees Retirement System (CalPERS).
• Tuition reimbursement and professional development
• Free on-site parking
• Free parking permit for EBRPD parks (for up to 2 privately owned vehicles)
• Employee discounts for certain EBRPD park amenities (reservations, daily fishing permit, public boat launch.

• Ability to quickly learn data management systems
• Experience managing calendars for staff and various work locations
• Strong verbal and written communication skills
• Proficient in Microsoft Suite including Word, Excel, Teams, and SharePoint

Essential Functions

• Answers a heavy volume of telephone calls;
• Prepares purchase requisitions for supplies and equipment;
• Arranges for repairs of equipment and maintenance of buildings;
• Assists with contract administration, including preparing and processing all required documentation;
• Processes payments;
• Tracks, reconciles and deposits checks and cash;
• Extracts and compiles data and other information for reports;
• Types and prepares correspondence, reports, forms and specialized documents related to the functions of the assigned department from drafts, notes, or brief instructions;
• Proofreads and checks typed and other materials for accuracy, completeness, compliance with Park District and departmental policies, and correct English usage, including grammar, punctuation and spelling;
• Serves as receptionist, receiving and screening visitors and calls, provides information such as scheduling for interpretive programs and providing factual information regarding Park District and/or assigned department activities and functions;
• Prepares and updates a variety of complex reports, which may require the use of arithmetic calculations;
• Researches, compiles and provides tracking for information and data from departmental files, records and reports;
• Maintains records and processes forms;
• Maintains calendars;
• Schedules and coordinates meetings and appointments;
• Develops systems for collecting and tracking information, projects and pending items;
• Initiates follow up procedures to ensure projects and other tasks are completed and deadlines met;
• Serves as liaison for other staff, departments and outside agencies;
• Processes and reviews timecards and purchase cards;
• Coordinates technical needs for presentations, board meetings and conference calls;
• Implements surveys and maintains databases to record and report service numbers and trends

OTHER FUNCTIONS & DUTIES:

Creates, updates and maintains filing systems; opens mail; schedules and coordinates volunteers; sets up presentation equipment; drafts invoice requests and follows up on collection; may maintain POS systems; may input reservation requests; and performs related duties as assigned.

Minimum Qualifications

Additional Information

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Practices and procedures of modern office;
• Correct English usage, including spelling, grammar and punctuation;
• Business letter writing and the standard format for typed materials;
• Policies and procedures related to the department to which assigned;
• Customer relations techniques;
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

• Perform math and bookkeeping and make accurate calculations;
• Attend to detail, be thorough, and follow through;
• Take initiative and use sound judgement within established guidelines;
• Make timely and sound decisions;
• Prioritize and coordinate work activities;
• Interpret and apply detailed rules and regulations;
• Perform continuous data entry;
• Effectively organize and maintain office files and records;
• Understand and carry out oral and written directions;
• Take meeting minutes;
• Train others in work procedures;
• Plan, assign, and review the work of others;
• Compose routine correspondence, Board materials and other documents;
• Maintain flexibility for changing conditions and circumstances with minimal notice;
• Coordinate multiple tasks and priorities;
• Arrange, schedule and set up meetings internally and externally;
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications;
• Communicate clearly and concisely, both orally and in writing;
• Establish and maintain effective working relationships with those contacted in the course of work at all levels, including a culturally diverse general public, with a focus on quality service to internal staff and external customers.

For information regarding the District's applicable benefits package, please visit http://www.ebparks.org/about/jobs/resources/default.htm.

For temporary and/or on-call assignments, there are no benefits offered.