Administrative Specialist

Join Our Team as an Administrative Specialist – Where Community, Fun, and Organization Meet!

Are you a people-person who loves staying organized, thrives in a fast-paced environment, and enjoys being at the heart of community happenings? The City of Lewiston Parks & Recreation Department is looking for a dynamic Administrative Specialist to help keep things running smoothly and make every visitor feel right at home!

In this role, you’ll be the friendly face that greets our community and be the go-to support for everything from recreation programs and events, to facility operations and behind-the-scenes admin tasks. No two days are ever the same, and that’s exactly how you like it!

We're looking for someone who:

• Brings positive energy and top-notch customer service to the table

• Can juggle multiple tasks while keeping everything (and everyone) on track

• Takes pride in supporting programs that bring people together and make Lewiston a better place to live and play

• Is eager to learn, organized to the core, and excited to be part of a team that values inclusivity, creativity, and community spirit

If you're ready to make a meaningful impact while working in a fun, team-oriented environment, we’d love to hear from you.

The anticipated hiring range for this position $50,248.18 - $59,350.53 annually based on qualifications and experience. The full salary range for the position is $50,248.18 - $73,081.07 annually. This position is open until filled and applications will be reviewed as they are received. 

Position Summary:

Under the direction of the Parks and Recreation Director, the Parks and Recreation Administrative Specialist is responsible for assisting in implementing recreation programs, events and activities. The position provides a variety of administrative support functions, included but not limited to: financial and specialized department records, research and maintenance of department files, travel and training arrangements, purchase orders and related documents.Essential Functions:

Serves as the first point of contact for the Parks and Recreation Department and provides excellent customer service; Coordinates the administrative aspects of the assigned department, including office operations, public service, specific department projects and other tasks involving personnel, budgeting and facilities; Prepares and maintains confidential records, reports, evaluations, statistical information, and other documents; Transcribes or composes a variety of correspondence including letters, minutes, reports, statements, grant applications, specifications, contracts, memoranda, notices, resolutions, budgets, financial and statistical tables, requisitions, and other related materials, including confidential correspondence and reports. Accepts monetary payments at customer counter; prepares registration and rental agreements for customers; closes out and balances cashiering system daily. Performs financial and asset controls for designated programs and facilities.

Provides departmental support, program registration, answer telephones, and maintains correspondence with other divisions or agencies; responds to public inquiries about the Lewiston Community Center and Recreation programs; Assists in planning, organizing, developing, and scheduling the Lewiston Community Center; Assists with schedules, and implementation of activities and programs; Interprets and applies city, department or office rules, policies and regulations in accordance with prescribed procedures and guidelines; Manages and coordinates the Community Event Signs approvals and schedule; Collects and prepares information for the Department Monthly Reports, May provide security and safety checks for the building and grounds. Keeps immediate supervisor and key staff fully and accurately informed concerning work progress, including present and potential work issues and provides suggestions for new or improved ways of addressing such challenges. 

Prepares agenda packets for the Urban Forestry and Cemetery Commission and the Parks and Recreation Commission. Posts necessary documents to CivicClerk in a timely manner.  Takes notes at, and prepares minutes for, department meetings, board meetings and other hearings or meetings; Participate on a variety of City committees as assigned; attend a variety of meetings including staff meetings; Research, analyze and prepare information on a variety of topics for dissemination to other City departments and/or to the public through media, conference presentations, community meetings and City literature; coordinate efforts with City departments, government agencies and vendors. Participates in the coordination and operation of special department/division programs and projects. 

Oversees purchases of Cemetery property; prepares deeds and properly documents purchases and/or sales and quit claims in registers and on computer database; researches purchases of property to ascertain ownership and correct burial locations; Assists with the correction of cemetery records; researches information problems and updates information in a computer or register as needed; communicates with the historical society to trade and update genealogical information.

Performs other related duties as assigned by the Parks and Recreation Director.

Minimum Qualifications:

Any combination equivalent to: graduation from high school supplemented by college-level course work in management, program administration or a related field and two years increasingly responsible administrative program support experience; Must have a current valid State Driver's License with acceptable driving record; Ability to obtain certification in First Aid and CPR within the first year of employment. 

Knowledge & Abilities:

KNOWLEDGE OF:

Modern office procedures, practices and equipment;

Basic budget preparation and control techniques;

Basic research and analysis techniques;

Financial and statistical record-keeping techniques;

Open meeting and recording practices;

Knowledge of sports and recreation activities.

ABILITY TO:

Plan, organize, perform and/or supervise a variety of administrative duties;

Maintain confidential, statistical and other records and prepare reports leveraging data as needed;

Relieve department managers of technical and administrative duties having department-wide impact;

Track and report budget expenditures and related information;

Demonstrate excellent customer service skills;

Evaluate and recommend improvements in operations, systems, procedures, policies and methods;

Research and analyze data and information and prepare data in format as assigned;

Present ideas and concepts clearly and concisely;

Demonstrate excellent customer service skills;

Learn rules and regulations for basketball, soccer, baseball, softball, volleyball and flag football among other sports;

Communicate effectively with the public and other employees both orally and in writing;

Evaluate and recommend improvements in operations, systems, procedures, policies and methods;

Present ideas and concepts clearly and concisely to leadership for decision making.


Working Conditions:

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. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to walk, stand, sit and talk or listen. The employee is occasionally required to use hands to operate objects, tools, or controls, and reach. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl.

Salary : $51,504 - $74,908