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Administrative Specialist

Great Parks is looking for a highly organized and proactive Administrative Specialist to support the Chief Operating Officer. This position will provide administrative support, assist with the review of contracts, waivers, and other legal agreements and serve as the agency’s public records officer. As part of a mission-driven organization, you’ll help steward over 18,000 acres of parkland while contributing to a culture that values sustainability, inclusivity, integrity and fun. This is an onsite full-time position that will work primarily at the Great Parks’ Winton Center location.

At Great Parks, our team members work together to protect nature and inspire communities to explore, learn and care for the outdoors. Be a part of an inclusive organization that enriches the region by inspiring nature-based experiences, celebrating cultural heritage and building strong and healthy communities through our dedicated staff, volunteers, and friends.

The successful candidate will perform the following responsibilities:

Prepares correspondence, reports and other documents for Chief Operating Officer (COO) including collection of documents provided by COO and Division Chiefs.
Maintains COO and other executive level files including legal documents and confidential hard copy files stored in the vault and electronic files. Maintains filing and naming conventions.
Assists COO with review of Board reports including Action Items, Monitoring Reports and General Reports. Coordinates with the Division Chiefs as needed on report format prior to COO final review.
Serves as the agency’s public records officer. Manages the processing of requests for public records. Receives requests, notifies requestors of receipt, and gathers internal agency records. Works with COO and legal counsel on responses to the public. Upon final review and approval, sends records and maintains record of documents sent in compliance. Maintains training requirement for the public records officer.
Coordinates document reviews for the purpose of editing and makes changes at the direction of the COO and legal counsel.
Receives phone calls from the general public including specific calls directed to the COO from Guest Relations. Redirects calls as necessary to appropriate Division Chiefs and staff. Follows up on guest complaints and questions and documents as necessary.

Responsible for COO correspondence and mailings including responses to inquiries from the public and stakeholders.
Performs variety of administrative duties to assist COO in oversight of the park district including research, assembling data and information provided by multiple divisions and departments.
Assists with arrangements for meetings and seminars for COO.
Exhibits regular and punctual attendance.
Performs job duties in accordance with Great Parks’ policies, procedures, and performance expectations.
Maintains confidentiality of confidential and sensitive information.
Works assigned schedule, exhibits regular and punctual attendance and works outside of normal schedule as required.
Participates as a member of the Great Parks administrative support team.

Qualifications:

Associates Degree and five years administrative experience required. Experience with managing public records preferred.
Ability to document identity and employment eligibility within three (3) days of original appointment as a condition of employment in compliance with Immigration Reform and Control Act requirements.

License of Certification Requirements

State Motor Vehicle Operators License which meets Great Parks’ current guidelines. Sunshine laws training required. Required to be completed within 30 days of hire.

We offer an excellent benefit package that includes medical, dental and life insurance; paid vacation, 11 holidays and sick time; enrollment in Ohio Public Employees Retirement System and free or discounted use of many Great Parks of Hamilton County recreational activities.

Great Parks is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, sex, age, national origin, ancestry, disability, military status, or any other classification protected under applicable law.

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