Parks and Recreation Administrative Assistant I

The Parks and Recreation Department is one of the largest municipal park systems in the country, encompassing more than 41,000 acres of desert parks and mountain preserves, 200 miles of trails, 29 pools, 8 golf courses, 189 flatland parks, 10 preserve areas, and 33 community centers. More than one million Phoenix-area residents regularly use the City's parks, playgrounds, walking paths, athletic fields, and open green spaces.

About the role

The department is seeking a highly organized and detail-oriented Administrative Assistant I to provide essential support to the Director's Office. This role helps ensure efficient daily operations by working closely with the Executive Team, managing calendars, and coordinating communication across the department. The ideal candidate will have strong organizational and communication skills, handle sensitive information with discretion, and thrive in a fast-paced environment with multiple priorities and deadlines.

The Administrative Assistant I supports both the Director's Office and the Parks Executive Team. Core duties include managing executive calendars, preparing meeting materials, drafting and distributing agendas, and capturing detailed notes during leadership meetings. This position also serves as the liaison for Years of Service notifications, maintains community leader contact lists, oversees the distribution of monthly reports to executive leadership, and tracks mail logs for the Director's Office.

Responsibilities

• Manage calendars for the Parks Executive Team.
• Prepare meeting binders and materials, including Council Meeting documents.
• Draft and distribute agendas and take detailed notes during leadership meetings.
• Provide administrative support to the Parks Director's Office.
• Serve as liaison for Years of Service notifications.
• Maintain key contact lists for community leaders.
• Distribute monthly reports to executive leadership and track Director's Office mail logs.
• Assist with setup and logistics for monthly Parks Board meetings and department-wide meetings.
• Coordinate data entry for departmental systems.
• Support the implementation of new administrative systems, procedures, and methods.
• Contribute to special projects that advance departmental goals.
• Maintain confidentiality and use discretion when handling sensitive information.

Qualifications

• One year of paraprofessional experience in governmental research and finance administration or paraprofessional experience aiding an administrative officer in technical and administrative problems and affairs.
• Bachelor's degree in public or business administration or a related field.
• Other combinations of experience and education that meet the minimum requirements may be substituted.
• All finalists for positions are subject to a criminal background check applicable to the department or position.
• Candidates who receive a conditional offer of employment must be fingerprinted and will have their fingerprints used to check the Criminal History Records of the State of Arizona Department of Public Safety and the Federal Bureau of Investigation.
• Some positions require the use of personal or City vehicles on City business. Individuals must be physically capable of operating the vehicles safely, possess a valid driver's license, and have an acceptable driving record.

Preferred Qualifications

• Experience working with middle management and executive staff, including scheduling and calendar coordinating.
• Experience with preparing binders and materials for Council Meetings, including flagging and highlighting key information and creating supplemental sheets to support the Executive Team's decision-making.
• Experience working collaboratively with internal and external stakeholders.
• Experience conducting research and report writing.
• Experience managing virtual meetings.
• Experience with office/reception area management, including providing high-quality customer service and maintaining office equipment and supplies.
• Experience with managing sensitive information and exercising discretion when handling confidential matters.
• Experience with boards and/or commissions.

Skills

• Exceptional organizational skills and strong attention to detail.
• Ability to excel in a fast-paced, dynamic environment while managing multiple tasks and meeting deadlines.
• Ability to comfortably manage sensitive information and exercise discretion when handling confidential matters.
• Ability to work collaboratively with residents, other departments, and other stakeholders across the city to accomplish organizational objectives.
• High-quality customer service in person, over the phone, and via email by communicating clearly and professionally, both verbally and in writing.
• Adaptability in supporting special projects, new procedures, and evolving departmental needs.
• Sound business communication skills, including written, oral, and public speaking.
• Advanced computer skills (Microsoft Word, Excel, PowerPoint, etc.).
• Strong track record of reliability and punctuality, with excellent attendance.

Pay

Pay Range: $25.43 - $45.67 per hour. Hiring Range: $25.43 - $41.42 per hour.

Pay range is the entire compensation range for the position classification. Hiring range is an estimate of where you can receive an offer. The actual salary offer will carefully consider a wide range of factors, including your skills, qualifications, experience, education, licenses, training, and internal equity.

Benefits

• Traditional pension with employer and employee contributions.
• 401(a) and 457 plans with employer contributions.
• Choice of generous medical HMO, PPO, or HSA/HDHP plans.
• Medical enrollment includes a monthly $150 City contribution to a Post-Employment Health Plan.
• Wellness incentive of up to $720 annually.
• Dental, vision, and life insurance options.
• Employer paid long-term disability.
• Free Bus/light rail pass.
• Tuition reimbursement program up to $6,500 per year.
• Paid time off includes 13.5 paid holidays, 12 vacation days, and 15 sick days and personal leave days.
• Paid Parental Leave for eligible employees up to 480 hours (12 weeks) of paid leave for the birth, adoption, or foster care placement of a child during a 12-month period.
• Federal Student Loan Forgiveness offered through Savi.