Parks & Recreation Executive Assistant/Department Liasion

Job Description

Golden, Colorado is nestled adjacent to the foothills of the Rocky Mountain Front Range and is only 15 minutes from downtown Denver. Clear Creek, trails, parks and other indoor and outdoor amenities attract leisure enthusiasts to live, work and play in this vibrant community.

Recognized as one of the best Parks and Recreation organizations in the nation, Golden Parks and Recreation Department promotes and provides safe and comprehensive community facilities, programs, and services to enrich the quality of life for all residents and visitors. Our vision to “Be The Best” is accomplished through giving top priority to those we serve, progressive leadership, effective communication, and responsible use of available resources.

In 2009, Golden Parks and Recreation became the first municipal agency in the state of Colorado to achieve accreditation through the Commission for Accreditation of Park and Recreation Agencies (CAPRA). Golden was also recognized in 2010 as the best Parks and Recreation Department in the United States by the National Recreation and Parks Association (NRPA), and the American Academy for Park and Recreation Administration (AAPRA) as the recipient of the National Gold Medal Award.

This position is broad in scope and provides a unique opportunity to work directly with the Department Director on many facets of the overall operations of the agency.

Under the general supervision of the Director of Parks, Recreation and Golf, coordinates and manages assigned special projects in support of the department. Provides complex daily administrative oversight and support for all divisions within the department. Works closely with Director to implement long and short-range park and recreation projects. Serves as department CAPRA Accreditation Manager and liaison. Serves as a staff representative to the Parks and Recreation Advisory Board. Develops and manages department administrative budget. Works closely with other city departments, consultants, and citizens to achieve assigned goals and objectives.

Salary Range: $51,100-$74,200. Hiring range is generally entry to midpoint.

All applicants are required to submit a completed online application with an attached professional cover letter and resume.

All applicants are required to upload three professional references who have definite knowledge of your business & professional qualifications for the position for which you are applying. Click here to download a Reference Form complete the form, save the form and upload to your application as an attachment. If you already have a completed list of at least three references you may upload that document in lieu of the Reference Form.

Essential Duties and Responsiblities

Administration: (50%)

Maintains the central repository of department files and records. Ensures confidentiality and maintains sensitive materials. Responsible for compliance with organization records retention policies regarding department records and files.

Develops, prepares, and administers annual department Administration budget in excess of $500,000. Monitors other division budgets for compliance with assigned goals and objectives. Prepares annual budget document and narrative on behalf of the department; prepares monthly revenues and expense reports for analysis and review.

Compiles data and inputs information for various reports including payroll preparation and accounts payable. Prepares account balancing, posting, and reconciliation department-wide in accordance with finance policies and procedures.

In conjunction with Director, reviews City Capital Improvements Budget to include consideration of department’s goals, available resources, Council, and Parks and Recreation Advisory Board Priorities.

Gathers information from various Divisions to update and maintain department website information. Prepares department communications and disseminates information via various mediums on behalf of the department.

Responds to various survey requests for information from other agencies. Conducts a variety of organizational studies; researches and collect data, conducts surveys, and prepares reports for analyses, benchmarking studies, levels of service, and outcome measurements. Analyzes information and makes recommendations as appropriate.

Prepares agenda, attends and records Minutes of the Parks and Recreation Board Meetings. May facilitate or lead meetings in absence of Director.

Coordinates public outreach and processes for department planning efforts including developing and implementing strategies and public involvement processes, managing messaging and communication, and distribution of information.

Researches and prepares grant applications and award nominations on behalf of the department. Manages Grant Award/Project budget and reporting requirements.

Prepares and presents staff reports and other communications on department activities and planning; prepares department Annual Report. Provides feedback and recommendations to Director on assigned projects.

Coordinates the planning and development of the department strategic plan.

Responds to citizen inquiries, proposes and implements solutions as appropriate.

CAPRA Accreditation: (30%)

Serves as department Accreditation Manager. Evaluate accreditation needs; and identify, implement, and manage the application of accreditation standards to meet audit requirements. Ensures department compliance with standards.

Directs, monitors, and advises department personnel in regards to maintaining accreditation standards, including the proper documentation demonstrating accreditation compliance.

Researches and evaluates department operations and administrative procedures; documents policies and procedures; recommends and implements plans and strategies to streamline operations; and assigns work to division personnel pertaining to accreditation chapters.

Makes presentations on behalf of the department to other communities seeking accreditation. Assists other communities by providing CAPRA materials and serving as a CAPRA Visitor.

Manages and monitors accreditation on-site assessments.

Special Projects/Outside Liaison Activities: (20%)

Represents the Parks and Recreation Department at local, regional, and statewide meetings; serves on assigned boards and committees; makes presentations to councils, boards, commissions, civic groups and the general public; makes decisions and commitments within scope of authority.

Coordinates and manages operation of department programs, services, and personnel as assigned by the Director or Parks, Recreation and Golf. Includes but is not limited to Memorial Program, Volunteers, Internships, and ADA compliance.

Assists the Director in coordinating planning efforts such as master plans, needs assessments, and feasibility studies; oversees short and long range park design and construction projects.

Researches and recommends contractors for planning, feasibility/needs assessments, design, and construction projects including writing scopes of work, RFPs and contracts; preparing and tracking work orders, billing, and change orders; and managing contractor communication, negotiation, and resolving problems.

Provides lead/supervisory role for special projects.

Operates vehicle to run errands. Performs other related duties and responsibilities as required.

SUPERVISORY RESPONSIBILITIES

Responsible for the overall direction, coordination, and evaluation of assigned employees. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities may include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Education and Experience

Bachelor’s Degree from an accredited college. Preferred degree in Recreation, Leisure Services, Public Administration, Business or related field. Minimum three years of progressively responsible experience in Parks and Recreation or related area. Proficient with MS Office products. Must possess excellent written and oral communication and presentation skills.

Preferred experiences include: Municipal government experience including developing and managing large public involvement and civic engagement processes; Experience in preparing and managing budgets; policy development; Knowledge of parks and recreation theory and best practices. Prior supervision of employees and community volunteers preferred. Knowledge of public opinion research principles and techniques preferred.

CERTIFICATES, LICENSES, REGISTRATIONS

Must possess a valid driver’s license and a good driving record

Certified Parks and Recreation Professional (CPRP) preferred.

Ability to become trained in Commission for Accreditation of Park and Recreation Agencies (CAPRA) standards within one year from start date.

CAPRA visitor status preferred.

Knowledge, Skills and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to develop and maintain effective working relationships with external customers and internal staff. Ability to communicate effectively with coworkers, management, elected officials and the general public and display excellent interpersonal skills and awareness of controversial and/or sensitive issues. Ability to effectively communicate orally and in writing with City employees, boards, committees and the general public through memoranda, correspondence, reports, and other material requiring judgment as to content accuracy and completeness. Ability to write routine correspondence and complex reports. Ability to speak effectively before groups of citizens or employees of organization. Ability to interact positively with diverse populations and work groups.

MATHEMATICAL SKILLS

Ability to reconcile accounts, prepare deposits, and prepare budget information as requested. Ability to apply concepts such as fractions, percentages, ratios and proportions to practical business situations. Knowledge of basic accounting techniques and budget management required.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to gather data, conduct detailed analysis, and deal with problems involving several concrete variables in standardized situations.

OTHER SKILLS AND ABILITIES

Knowledge of public opinion research principles and techniques. Ability to develop RFP’s, and oversee and manage consultants and consultant contracts. Knowledge of RecTrac software desired. Experience working with the backend of a website or HTML code desired. Familiarity with GIS systems such as Arc Reader, EZ Maps and Google Earth preferred. Must be detail-oriented, organized, and familiar with office system protocols. Ability to be flexible and creative by looking at alternatives to solve problems. Must be self-directed and be able to work independently with little supervision. Must be able to establish and maintain effective working relationships within the city and external to the city including partners, professional organizations, non-profits and other government agencies. Ability to prioritize and work well under pressure and time constraints

MATERIALS AND EQUIPMENT DIRECTLY USED

Various Computer equipment and related software programs. Voicemail, P.A. system, cash register, fax, copier, and safe.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to walk; sit; use hands to finger, handle, or feel; and stoop, kneel, crouch, or crawl. The employee frequently is required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate to loud. Work in an office setting at the Golden Community Center.

City of Golden is an Equal Opportunity Employer