Administrative Assistant Parks and Open Space

Administrative Assistant for the Parks and Open Space

The City of Louisville is seeking a highly organized Administrative Assistant for the Parks and Open Space divisions. Under the direction of the department head, this position performs responsible technical and clerical support work assisting in carrying out the duties and activities of the division. The position is responsible for administrative details associated with supporting Parks, Forestry, Cemetery, and Open Space Superintendents and staff through daily operations. The position works with considerable independence within the scope of established policies and procedures. This is a Monday-Friday, 40 hours per week position.

Duties for this position include, but are not limited to the following :

• Supports the Parks, Forestry, Cemetery, Open Space Superintendents and staff with routine daily details; handles phone calls and inquiries from citizens regarding information and specific problems; handles, drafts and processes all routine correspondence, letters, and memos.
• Administers Cemetery services by providing customer service and support service questions to include burial coordination, plot inquiries, and plot sales. Manages Cemetery record retention per city guidelines.
• Responsible for timely invoice processing, submitting check requests and purchase requisition requests on behalf of superintendents and supervisors of the Parks, Forestry, Cemetery, and Open Space divisions.
• Manages adequate inventory for office supplies and other assign maintenance and operational needs.
• Provides timely reports to superintendents on operational budgets, capital budgets, and purchase order statuses.
• Provides administrative support for advisory boards for Parks and Open Space as requested by Superintendents. Including review and editing of packet materials, creating and posting board packets, and meeting support as needed.
• Supports Forestry Supervisor with management of licenses arborist yearly renewals.
• Supports Open Space sub-division with educational and volunteer programing coordination and management as requested.
• Manages Parks, Forestry, Cemetery, and Open Space webpages, providing updates and quarterly reviews (or as directed), and collaborates with the Parks, Recreation, and Open Space Marketing Manager to ensure alignment with City marketing guidelines.
• Responsible for electronic filing and maintaining filing systems and sub-division calendars, for Parks and Open Space Superintendents and Supervisors as requested.
• Supporting the Enterprise Asset Management system used by the Parks division. Provided field staff training and resolutions as needed. Managing work order reporting as requested by Parks Superintendent and Supervisors as requested.
• Other duties as assigned by Parks, Forestry, Cemetery and Open Space Superintendents or Supervisors and Director of Parks, Recreation, and Open Space.

General Qualifications :

Knowledge, Skills, and Abilities :

Physical Requirements of the Job : While performing the duties of this job, the employee is regularly required to read, speak clearly, and hear; use hands, fingers, handle or feel objects, tools or controls. The employee is occasionally required to walk and reach with hands and arms. The employee may occasionally lift and / or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. The work environment is performed in a maintenance shop combined office environment. The noise level is moderate to high and work environment can result in some distraction. Other necessary requirements include a pre-placement substance screen, a background and driving record check, and equal opportunity employment.