Executive Assistant

Evergreen Park & Recreation District (EPRD)
Job Description
Executive Assistant
Position: Executive Assistant (Part-Time, Approx. 15 hours/week, schedule varies)
Department: Administration
Reports to: Executive Manager
Location: Administrative Office
Status: Part Time 2 (15 hours per week)
Hourly Rate: $18.27-$22.36 hourly 

NATURE OF WORK
Under minimal supervision by the Executive Manager, this position is responsible for
performing a variety of complex and sensitive administrative duties requiring knowledge
of policies and procedures, and the use of independent judgment. Key responsibilities
include, but are not limited to: Board meeting preparation and minute-taking, performing
both simple and complex administrative duties on behalf of Executive Director and other
Administration staff, and record keeping. Work also involves preparing and maintaining
records, reports, documents and correspondence. This position is also responsible for
greeting visitors; answering telephones; and responding to and directing citizen inquiries.
This position works closely with the Executive Management Team and Elected Officials.

ESSENTIAL FUNCTIONS
-Provide administrative support to the Executive Director, Executive Manager,
Financial Controller and Human Resources Manager.
-Develop, implement, and maintain efficient record-keeping and filing system,
including confidential records.
-Maintain District documents, files, and records to include all originals of District
contracts, grants, Intergovernmental Agreements, District minutes, resolutions, etc.
-Act as a liaison between the Executive Director, the public and District employees
which can include issues of a sensitive, confidential nature.
-Interpret and implement policy and procedural guidelines.
-Performs office administrative functions including mail sorting and distribution,
ordering office supplies, submitting maintenance requests, posting District notices,
data entry, vendor correspondence, and calendar management.
-Work on projects as assigned.
-Assist with HR functions such as new hire orientation, annual enrollment, etc.
-This position requires, at times, flexible hours including evening meetings. Perform
on-call duties as required.

MANAGEMENT AND SUPERVISORY DUTIES
-None; the following skills/knowledge is required to support the executive team in
managing and supervising others:
-Thorough knowledge of District organization and operational policies and
procedures.
-Considerable knowledge of the programs and activities of the District.

ILLUSTRATIVE EXAMPLES OF DUTIES
-Compose, type, and edit a wide range of correspondence, memos, reports, forms,
and other items accurately and completely.
-Take detailed notes on a laptop computer during Board meetings and provide
accurate minutes for these meetings.
-Maintain accurate and detailed records, verifies accuracy, researches past records.
-Compile, research, codify, and maintain department documents.
-Compile and prepare complex reports and handle confidential files and materials.
-Prepare for and organize meetings as necessary, ensuring availability of rooms,
equipment, materials, food/refreshments, etc., as requested or otherwise deemed
necessary.
-Make appointments for the executive team and Board members, as necessary.
-Perform special projects of an administrative, technical or confidential nature as
requested.
-Assist the public in person, on the phone, and via email/fax by providing information
related to area of responsibility and refers individuals to appropriate individual or
department.
-Research and answer routine questions related to all aspects of the District.

SKILLS
-Must be proficient in the use of computers (Mac and PC platforms), including the MS
Office Suite of software products, and basic office equipment
-Must be able to perform at the mastery level in typing, filing, grammar,
communications and public relations skills; and other general secretarial skills.
-Skilled in organization and time management along with being detail-oriented.
-Must possess strong interpersonal, decision-making and relationship skills.
-Able to maintain courteous and effective working relationships with the public,
County departments, co-workers and other agencies.
-Highly defined focus towards both internal and external guest service.

KNOWLEDGE
-Thorough knowledge of modern principles, methods, practices and equipment relating
to the functional areas of responsibility.
-A general knowledge of project management.
-Knowledge of general facility operations, including but not limited to, operational
standard operating procedures and budgeting practices and procedures.
-Knowledge of records retention guidelines, procedures and organizational
methodologies.

ABILITIES
-Ability to maintain a high level of professionalism.
-Ability to communicate effectively, both verbally and in writing, to a variety of
audiences, including the district as a whole.
-Ability to input, obtain output, analyze and interpret data using computers and any
applicable software.
-Ability to prepare clear, concise reports, studies, memorandums and statistics.
-Ability to establish and maintain effective working relationships with other employees,
government officials, civic organizations, community agencies and the general public.
-Ability to use discretion and keep information confidential.
-Ability to work in a fast-paced, multi-tasking environment for more than three people
at a time.
-Ability to exercise tact and courtesy in frequent contact with the District of various
levels of authority and influence and the general public.
-Ability to have transportation for small District errands, posting notices, meetings,
etc.

REQUIRED TRAINING, EXPERIENCE AND QUALIFICATIONS
-Associate Degree in Business, Administrative Services, or Office Management; or
comparable experience.
-A minimum of three years of secretarial experience. One to three years executive
secretarial experience preferred. Experience supporting Human Resources
functions also preferred.
-Requires a level of knowledge and ability to independently accomplish tasks or
projects of typical complexity in a consistent and accurate manner and in a variety of
situations.
**Interested applicants please contact Heather Facer at hfacer@eprd.co
Contact Information