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Every great community event, summer camp, sports league, and recreation program starts with a team working behind the scenes—and that's where you come in!

The City of West Linn Parks & Recreation Department is looking for an organized, positive, and people-loving Part-Time Administrative Assistant to help keep the fun running smoothly. From welcoming visitors and assisting customers to supporting programs that bring our community together, you'll play an important role in creating exceptional experiences for residents of all ages.

If you're someone who enjoys variety, thrives in a fast-paced environment, and loves making a difference one conversation, one event, and one smile at a time, we'd love to meet you!

Under the supervision of the Parks and Recreation Director or designee, the Administrative Assistant performs a variety of complex and responsible administrative, clerical, and technical support duties for the Parks and Recreation Department. This position supports park operations, facility management, and recreation programs by coordinating contractors, processing invoices, managing permits, and providing responsive customer service. The position requires strong organizational and communication skills, the ability to work independently, and a solid understanding of departmental policies, procedures, and timelines. This is a part-time position not to exceed 20 hours per week, with scheduling based on departmental needs.

Examples of duties include:

• Contributes to a positive, team-oriented work environment.
• Serves as administrative support for the Parks and Recreation Department; provides courteous and professional customer service to residents, contractors, vendors, and staff.
• Receives, manages, and responds to incoming correspondence, phone calls, and emails regarding parks, recreation programs, and facility inquiries.
• Administers and tracks tree permits, ensuring applications are complete, fees are processed, and compliance inspections are documented.
• Processes invoices, purchase orders, and department bills; tracks expenditures for accuracy and compliance with budget and purchasing procedures.
• Provides administrative support for recreation programs and events, including scheduling, registration coordination, material preparation, and communication with participants.
• Assists with project and grant documentation, reports, and tracking of deliverables.
• Maintains departmental records and filing systems; scans, uploads, and archives records in accordance with the City's records retention policies.
• Coordinates internal and external meetings, prepares meeting materials, and records minutes when required.
• Handles confidential information with discretion and professionalism.
• Supports departmental projects and initiatives as assigned.
• Performs other related duties as required.

Qualifications:

Education:

• Graduation from high school or equivalent (GED).
• Supplemental college coursework in business administration, public administration, or a related field preferred.
• Any equivalent combination of education and experience, as determined by the hiring authority, may be considered.

Experience:

• Three (3) years of progressively responsible administrative or office support experience required.
• Experience in a Municipal, Parks and Recreation, or Public Works environment preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) required.
• Experience with permitting, billing, or records management systems preferred.

Training and Skills:

• Strong written and verbal communication skills, with excellent attention to detail.
• Ability to coordinate multiple tasks and prioritize workload effectively.
• Skill in handling public inquiries and resolving issues courteously and efficiently.
• Ability to interpret and apply City policies, procedures, and departmental regulations.
• Must maintain confidentiality of sensitive and personnel-related information.
• Ability to work independently under general supervision and meet established deadlines.

Supplemental Information:

Supervision: Work is performed under the general supervision of the Parks and Recreation Director or designee. Supervision of others is not typically required but may include oversight or training of part-time, seasonal, or temporary staff and volunteers. Communication: Frequent communication with City departments, vendors, contractors, and the public. Represents the department in a professional and customer-service-oriented manner. Entrusted with confidential and sensitive information related to departmental operations and personnel.

Cognitive Functions: Work is governed by established City and departmental policies, procedures, and timelines. Requires judgment, accuracy, and attention to detail to ensure proper recordkeeping, billing, and reporting. Independent decision-making occurs within clearly defined parameters. Errors may result in delays in service, financial discrepancies, or miscommunication with the public or contractors.

Working Conditions: Work is performed primarily in an office environment with standard business hours. Occasional evening or weekend work may be required to support events, public meetings, or recreation activities. Position is part-time, not to exceed 20 hours per week.

Resource Accountability: Responsible for the accurate maintenance of department files, permits, invoices, and project records. Ensures safe and proper use of office equipment, including computers, copiers, scanners, and other administrative tools.

The City of West Linn is committed to maintaining a safe and healthy workplace. Some positions require pre-employment drug testing, passing a medical exam and/or a police background check. Job related reference checks will be conducted prior to employment being offered. EEO Policy: The City of West Linn is committed to equal employment opportunity as a way to recruit, hire, and retain the most qualified employees. Moreover, it is the intent of the city to actively support and comply with local, state and federal law. Accordingly: We conform to all the laws, statutes, and regulations concerning equal employment opportunities and affirmative action. We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, or national origin, age, disability status, Genetic Information & Testing, Family & Medical Leave, protected veteran status, or any other characteristic protected by law. We prohibit Retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any complaint or otherwise oppose discrimination. Veterans Preference: The City of West Linn provides qualifying veterans and disabled veterans with preference in employment in accordance with state law. Any candidate wishing to have their qualifying veteran's preference applied to the process must submit a qualifying document (DD Form 214 or 215) at the time of application, providing proof of eligibility that includes discharge status. Disabled veterans must also submit a copy of their Veteran's disability preference letter from the US Department of Veterans Affairs at the time of application, unless the information is included in the DD Form 214 or 215.