Senior Administrative Assistance for Culture Division

• Supports the division superintendent and the division’s departments through coordination and completion of routine and non-routine administrative functions. May perform duties and responsibilities on behalf of or in the absence/unavailability of division and department leadership. Plans and coordinates events on behalf of the agency, division, and department.
• Provides back up administrative support to the Board of Park and Recreation Commissioners meeting preparation and minute taking and presentation coordination; assists Superintendent in the preparation of agendas, agreements, reports, etc. and minutes for monthly Culture committee meetings.
• Performs complex administrative functions using knowledge, skills, and talents in providing daily operations that involve creating and/or maintaining documents, databases, and spreadsheets; preparing routine and non-routine correspondences; generating unique and customized reports; and developing high-quality documents on behalf of the agency, division and department. Performs various administrative functions including, but not limited to, project management, event planning, scheduling, meeting minute taking, access and exposure to highly confidential information, development/input of reports, recommending and assisting with preparation and format of manuals and handbooks for record (e.g., goals & objectives, policies & procedures, organizational charts, training materials), etc. Oversees and/or resolves routine and non-routine responsibilities, which may be stressful and oftentimes involve short and pressured deadlines.  Interprets established policies, procedures, and diagnoses and resolves simple to complex software problems. Performs other administrative responsibilities as assigned or as occurs with or without notice.
• Provide support to the Superintendent of Culture related to all Public Art Program activity. This includes project management support for public art projects, the art selection process committee administrative support, website updates and other promotional channels in coordination with marketing.
• Serves as the main point of contact for the division, providing guidance on operational or procedural questions for all staff and patrons to ensure high-quality services.
• Serves as a resource for onboarding of new staff to the Culture Division and JCAHC building overall. This includes notary services to complete required paperwork, badge creation, building access, addition to relevant distribution lists, and the sharing of key information to support staff in their role. 
• Ensuring proper separation of duties, serves a key role in cash bag auditing and petty cash fund reconciliation at the JCAHC.
• Assist culture division staff with office and program supply acquisition to allow for timely and efficient access to supplies at the lowest cost.
• Coordinates the monthly collection and layout of text and images to create the JCAHC and the Public Art e-newsletter communication.
• Coordinates the monthly collection process of indicator data for the Culture Division to ensure timely submission for board reports.
• Manages the collection of all patron and staff incident reports, ensuring they are forwarded appropriately per JCPRD policy.
• Serves as a member of the Sr. Administrative Assistants Team to ensure consistency and best practices among all divisions of the agency in the provision of high-level divisional administrative support.

• High School diploma.
• Five years minimum administrative assistant experience.
• Experience with Microsoft Office Suite, Oracle, Adobe Acrobrat Pro, project management, and strong interpersonal skills.

Preferred Job Requirements:

• Bachelor's degree in a relevant field.  
• Experience with adobe and other graphic design software to assist with evites and other simple graphic design tasks.

Education/Experience Substitutions:

  Yes, Experience may be substituted for degree.

Physical, Environmental, and Special Working Conditions:

• Must be able to drive.
• Must be able to lift 25-30 lbs.
• Must be comfortable with occasional extreme weather conditions and occasional extensive walking associated with projects.                                                    

JCPRD requires reference/background screening for all positions.  Specified criteria may vary by Department.