General Summary

The Administrative Assistant 3 provides advanced administrative and operational support to the
Assistant Superintendent of Recreation and serves as a key resource in supporting the daily functions of the Recreation
Department. This position is responsible for coordinating administrative activities, managing schedules and
communications, preparing reports and correspondence, maintaining departmental records, and assisting with budgetary,
personnel, and program-related processes.
The incumbent is organized in prioritizing assignments, handling confidential information, and ensuring efficient office
operations. In addition to providing direct support to the Assistant Superintendent, the Administrative Assistant 3 may
assist with department-wide initiatives, special projects, events, and other operational needs as assigned. This role
requires strong organizational, communication, and customer service skills, as well as the ability to manage multiple
priorities in a dynamic environment while supporting the department's mission, programs, and services.

Requirements and Job Specifications

Education Required: High School Diploma or GED or equivalent certificate and Vo-Tech school diploma or certificate courses in Business
Administration/Education.
Preferred: Graduation from an accredited 4-year college or university.

Area of Study (major) Required: Business Administration courses, Office Management, Computers or closely related.

Certification(s) Required: N/A

License(s) Required: Valid LA driver's license

Years of Relevant Work Experience: Three (3) years work-related experience or training in office practices. Any equivalent combination of education and experience maybe substituted.
Preferred: Five (5) or more years of related experience.

Knowledge, Skills, and Abilities:
• Knowledge of modern office practices, procedures, records management practices, equipment and clerical
techniques
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other standard office
technology, equipment, and software applications.
• Strong organizational, time management, recordkeeping, and multitasking skills, with the ability to prioritize
assignments and meet deadlines.
• Ability to maintain accurate records, databases, spreadsheets, reports, charts, and other administrative
documentation.
• Ability to compile, analyze, and present information in clear and concise reports, correspondence, and
presentations.
• Knowledge of business English, spelling, grammar, and basic mathematical calculations.
• Strong written and verbal communication skills, including the ability to follow and communicate instructions
effectively.
• Ability to handle sensitive and confidential information with a high degree of discretion, professionalism, and
integrity.
• Strong customer service, interpersonal, and relationship-building skills, with the ability to maintain effective
working relationships with employees, vendors, and the public.
• Ability to work independently, exercise sound judgment, and support departmental goals and objectives.

Functions and Duties

Essential Functions and Job Duties:
• Assist with department-wide projects and initiatives as assigned by the Assistant Superintendent of Recreation.
• Provide administrative support directly to the Assistant Superintendent of Recreation.
• Maintain calendars, schedules, appointments, and departmental meetings as assigned.
• Prepare correspondence, reports, meeting materials, and other documents.
• Receive, screen, and route phone calls, emails, and inquiries.
• Maintain confidential records, files, and information with discretion and professionalism.
• Assist with coordinating departmental activities, projects, and communications.
• Assist with routine purchasing, payment processing, and budget-related documentation.
• Prepare and track purchase requests, invoices, and related records.
• Maintain expenditure records and assist with basic budget monitoring.
• Ensure financial and purchasing documentation is accurate and properly maintained.
• Coordinate with internal departments regarding administrative and financial processes.
• Maintain electronic and physical records in accordance with established retention requirements.
• Compile information and prepare routine reports, spreadsheets, and summaries.
• Assist with gathering data for operational, financial, and departmental reporting needs.
• Ensure accuracy, confidentiality, of departmental records and information.
• Facilitate communication between the Assistant Superintendent and internal or external stakeholders.
• Maintain positive working relationships with staff, departments, and community partners.
• Support administrative processes related to payroll submissions
Secondary Job Duties:
• Support daily administrative operations of the Recreation Department.
• Monitor and assist with departmental deadlines, assignments, and routine workflows.
• Maintain department records, forms, and filing systems in accordance with agency procedures.
• Assist in the preparation and distribution of departmental documents and communications.
• Support the implementation of departmental policies, procedures, and administrative processes.

Supplemental Information

Days/Hours Worked: Full-time position. Typically, 8 hours a day, 5 days a week Monday through Friday, one-hour
lunch break. Occasional overtime and weekend work as required.