The Administrative Assistant provides advanced administrative and operational support to the Parks & Recreation Department, playing a key role in the coordination of departmental activities, programs, and services. This position supports efficient office operations, accurate recordkeeping, financial and scheduling processes, and responsive public service, while serving as a primary point of contact for community members, program participants, and internal stakeholders. The role contributes to the effective delivery of Parks & Recreation programs and services by ensuring administrative processes are executed accurately, professionally, and in accordance with departmental and Town procedures. 

This position is typically scheduled Monday through Friday, 8:00 a.m. to 4:00 p.m.; however, flexibility is required to work occasional evenings or weekends to support after-hours meetings, programs, or events. 

The Administrative Assistant must have the ability to perform essential job functions competently and consistently, with or without reasonable accommodation:

• Provides advanced administrative, clerical, and operational support to the Parks & Recreation Department, independently coordinating office operations, records management, correspondence, scheduling, and workflow, and ensuring accuracy, confidentiality, and compliance with departmental and Town procedures.
• Serves as the primary point of contact for the public, responding to inquiries and providing information regarding departmental programs, services, facilities, and policies in a professional and courteous manner.
• Supports the coordination and execution of departmental programs, events, and facility use, including registrations, enrollments, scheduling, staffing support, and related logistics.
• Coordinates and maintains departmental schedules, calendars, and reservations related to programs, events, meetings, and facility use to support operations and public-facing activities.
• Performs administrative functions related to program revenues, registrations, payments, deposits, refunds, expenses, payroll, and billing, in coordination with the Office of the Treasurer-Collector, Town Accountant, and/or other municipal departments.
• Maintains, safeguards, and administers confidential personnel, participant, program, and financial records in accordance with applicable policies, regulations, retention schedules and confidentiality requirements.
• Assists with departmental communications and outreach efforts by preparing, distributing, and maintaining program information and related materials.
• Assists with the preparation and distribution of agendas, minutes, reports, and other departmental documentation.
• Manages office supply inventory and provides logistical support to ensure department resources are available as needed.
• Performs other related duties as required to support department objectives

Knowledge, Skills, & Abilities:

Knowledge: Knowledge of general office administration principles, practices, and procedures; Knowledge of customer service principles in a public or community-based setting; Knowledge of basic accounting and bookkeeping concepts to support routine financial and payroll-related processes; Knowledge of records management and confidentiality requirements

Skills: Strong organizational and time-management skills, with attention to detail and accuracy; Effective written and verbal communication skills; Proficiency in the use of personal computers and standard office software applications and equipment; Ability to manage multiple priorities and adjust to changing demands in a busy office or community environment; Interpersonal skills necessary to interact professionally with staff, members of the public, program participants, and Town officials

Abilities: Ability to provide advanced administrative and clerical support with a high degree of accuracy, professionalism, and independent judgment; Ability to communicate effectively to exchange and convey information with a wide range of individuals; Ability to establish and maintain effective working relationships with supervisors, co-workers, and the public; Ability to maintain confidentiality and exercise discretion when handling sensitive information; Ability to support departmental programs, events, and activities, including occasional on-site staffing; Ability to perform light physical tasks associated with office and program support, including occasional lifting of materials generally weighing up to 50 pounds