Senior Administrative Specialist

The Position

The Park District is currently recruiting for two Senior Administrative Specialist vacancies:

• Community/Volunteer Services - In Volunteer Services, the Senior Administrative Specialist supports communication, coordination, and logistics to help ensure successful volunteer opportunities and events. This position also assists with volunteer database management, program advertising, and operational support for district-wide initiatives and special events. This position will report to the Volunteer Program Supervisor. The worksite for this position is the Richard C. Trudeau Conference Center in Oakland, CA
• Operations Administration - This position will support the Division Lead of Interpretive and Recreation Services and reports to the Senior Executive Assistant. The worksite for this position is the East Bay Regional Park District Headquarters in Oakland, CA

• 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
• Strong calendaring, prioritization, and time management skills
• Customer-service oriented approach to supporting programs, administrative systems, and cross-department coordination
• Ability to interpret and apply rules, regulations, and policy
• Clear and precise verbal and written communication
• Proficient in Microsoft Suite including Word, Excel, Teams, and SharePoint

Essential Functions

• Performs a variety of clerical and administrative tasks requiring specialized knowledge of the assigned department's functions and programs;
• Routes, logs and routes human resources forms;
• Maintains front end of various databases, including user support;
• Assists with the preparation of contract documents and coordinates department work products;
• Processes payments;
• Tracks, reconciles and deposits checks and cash;
• Extracts and compiles data for reports;
• Composes and types correspondence, reports, manuals and policies;
• Creates, edits and updates documents, forms, charts, tables, legal forms and various other items;
• Reviews documents for completeness and accuracy;
• Maintains calendars:
• Schedules and coordinates meetings, trainings and appointments;
• Assesses and sets daily work priorities;
• Explains or clarifies policies, procedures, rules, regulations and contracts;
• Initiates follow-up procedures to ensure projects and other tasks are completed and/or deadlines met, including coordinating activities with others;
• Develops systems for tracking information, projects and pending issues;
• Screens incoming correspondence, including assisting with or referring to appropriate staff and following up on replies;
• Screens outgoing correspondence prepared by others;
• Takes meeting minutes and presents information in a clear and concise manner;
• Performs cross departmental collaboration;
• Processes incoming invoices and submits for payment;
• Provides guidance and training to other department staff on office practices, District procedures, and other subject matter;
• Serves as a resource to management team and internal staff in resolving issues or administrative processing;
• Computes, verifies and reconciles figures on printouts, purchase orders, invoices, time reports and various other documents and forms;
• Processes and reviews timecards;
• Verifies contract provisions are met and appropriate approvals are received;
• Coordinates events and services with outside contacts, vendors and resources;
• Assists in the implementation of departmental goals and objectives.

OTHER FUNCTIONS & DUTIES:

• Designs and creates new forms, certificates, and flyers;
• Maintains adequate office supplies, equipment and forms, including preparing purchase requisitions;
• Arranges for repair of equipment;
• Schedules back-up office support as required;
• Makes travel arrangements when necessary;
• May train or cross-train other support staff in various functions;
• May assist with CEQA processes;
• Supports special projects;
• 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:

• Advanced practices and procedures of modern office support with particular reference to the work involved in the office of a management level public official;
• Principles and practices of administrative and clerical functions including office and database maintenance;
• Customer relations techniques;
• Standard methods of filing;
• Clear writing, grammar, punctuation, spelling and vocabulary;
• Basic budgetary and recordkeeping techniques;
• Basic research methods and techniques;
• Coordinating meetings and events;
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

• Type 50 net words per minute;
• Learn the District's computerized systems;
• Perform math and bookkeeping and make accurate calculations;
• Attend to detail, be thorough and follow through;
• Interpret and apply detailed rules and regulations;
• Understand and carry out oral and written directions with minimum explanation;
• Analyze situations accurately and take effective action;
• Take initiative and use sound, independent judgment within established guidelines;
• Prioritize and coordinate work activities;
• Work well and effectively under pressure with numerous interruptions;
• Perform continuous data entry;
• Take meeting minutes;
• Compose routine correspondence, materials and other documents;
• Perform independent research of a variety of technical issues;
• Read and apply rules, policies, regulations and procedures;
• Maintain flexibility for changing conditions and circumstances with minimal notice;
• 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.