Administrative Assistant Job at Montroserec in Montrose

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**This position will be posted until April 4th, 2025**

Position Summary

This position is responsible for coordinating all essential office administration, providing high-level administrative support, and assisting with project processes from planning through delivery. Assists with administrative tasks to support Executive Director, Board of Directors, Recreation Foundation, professional staff and special committees by preparing agendas, meeting notes and project summaries and common office and support tasks. Serves as the Designated Election Official of the District. This individual will serve as a liaison between the public, staff, and other stakeholders, managing schedules and correspondences, preparing reports, and handling sensitive information with discretion.

Essential Duties And Responsibilities

The following are examples of primary duties assigned to this position. Other related duties may be assigned.

Administrative/Office Support:

• Provide executive-level administrative support to the Executive Director and executive team.
• Support the Executive Director and executive team, including research, spreadsheets, data manipulation, preparation, and administration of documents, presentations, department meetings, and events.
• Produce and distribute correspondence documents and aid in communication among staff and the public.
• Assist MRD staff in maintaining office calendars, scheduling meetings, reserving meeting rooms, and assisting with reservations.
• Serve as a point of contact for the public, answering questions, providing information, and resolving complaints.
• Organize and maintain office electronic and manual filing systems.
• Maintain office inventory system and purchase and distribute office supplies and equipment.
• Co-coordinate staff celebrations and recognition activities.
• Arrange and deliver hospitality for meetings, trainings, and special events.
• Contribute to an environment of continuous quality improvement and recommend efficiency improvements for office and administrative operations.
• Maintain confidential and sensitive information.
• Maintain knowledge of MRD’s policies, procedures, marketing, and publication materials.
• Maintain and administer contracts.

Designated Election Official (DEO):

• Serve as the District’s Designated Election Official, effectively managing the District’s elections.
• Oversee all aspects of the special district election, including ensuring compliance with local, state, and federal election laws.
• Administer and coordinate both regular and special non-coordinated elections.
• Maintain accurate and secure records of the election process, including ballots, voter logs, and financial records associated with the election.

MRD Board and MRF Board Support:

• Assist the executive team in coordinating, reviewing, maintaining, and publishing materials related to the Board of Directors and MRF activities, including arranging meeting logistics, activities and events, and creating and maintaining records.
• Assist the Executive Director in preparing and maintaining all Board documents.
• Provide support to the MRF and liaison staff, collaborating on research, spreadsheets, data manipulation, and preparation and administration of documents, presentations, meetings, and events.

Position Competencies:

• Organizational skills and the ability to manage schedules, files, and documents efficiently.
• Time management and the ability to prioritize tasks effectively.
• Strong written and verbal communication abilities.
• Proficiency in managing databases and maintaining detailed records.
• Attention to detail by ensuring accuracy in all aspects of administrative support.
• Familiarity with software such as Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to adjust to shifting priorities and manage new tasks or changes in the work environment.
• Ability to identify and resolve administrative or operational issues quickly and effectively.
• Maintain confidentiality on sensitive information.
• Always uphold ethical standards and professionalism.

Work Environment:

• Office and field environment, indoor and outdoor recreation spaces, travel from site-to-site, and extensive public contact.
• Hours will include seasonal variations, regularly requiring evenings, weekends, and holidays.
• Required to utilize a personal vehicle, with mileage reimbursement provided by MRD.
• Required to have a personal cell phone with part of the monthly service cost covered by MRD.

Physical demands:

• Primary functions may require maintaining the physical condition necessary for walking, standing, or sitting for prolonged periods.

Travel required:

• While performing the duties of the job, the employee is frequently required to attend a variety of meetings, activities, and events held at all MRD locations.

Required education and experience:

• A Bachelor’s degree from an accredited college or university with major coursework in administration, management, or marketing.
• A minimum of three (3) years experience of administrative support.
• A combination of education and experience which demonstrates the knowledge, skills, and abilities to perform the duties of this position.

License and Certification:

• A valid driver’s license.
• The possession of or ability to obtain CPR/AED and First Aid Certificate.

Benefits Included:

Comprehensive health, dental, vision, and life insurance benefits. PERA employer and 401K contribution options. Paid time off (PTO) in addition to 10 paid holidays, and a family membership to the Community Recreation Center.

Seniority level:

Mid-Senior level

Employment type:

Full-time

Job function:

Administrative

Industries:

Recreational Facilities

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