Administrative Assistant (Part Time) - Parks and Recreation

Carlsbad – The Community

The City of Carlsbad is ideally situated in north San Diego County where a great climate, beautiful beaches and lagoons, and abundant natural open space combine with world-class resorts, family attractions, well planned neighborhoods, excellent schools, and a charming village atmosphere to create the ideal California experience. Covering nearly 40 square miles, the City of Carlsbad is currently home to about 115,000 residents. The city sets the standard for high-quality local government services and is home to corporate headquarters in technology, life sciences and action sports, supported by a thriving tourism market and nearly 40 percent preserved open space. Thanks to an award-winning growth management plan, the city's infrastructure and services keep pace with development and promote an excellent quality of life.

You belong in Carlsbad: The City of Carlsbad embraces and recognizes the vital relationship of an inclusive, engaged work environment and innovative excellence. An equitable and inclusive work climate comprises personal experiences, values, and views shaped from differences of culture and circumstance. Our organization appreciates belonging, creativity, recognition and retention of its employees and is committed to hiring and developing motivated, productive and talented employees who provide services and enhance our quality of life. We work to embrace open and equitable access to opportunities for learning and development as our responsibility and goal.

The Department: The Parks & Recreation Department of the Community Services Branch provides leadership, planning and administrative services to help develop and sustain quality parks and recreation programs. The department offers a wide range of programs and services for youth and adult sports, instructional classes, camps, aquatics, preschool, teens, seniors and special events. The department operates and maintains four community centers, a senior center, two aquatic centers, two historic sites, 13 community parks/school fields, two dog parks, two skate parks, 28 special use areas/neighborhood parks, 12 facility landscapes, 10 beach accesses, 43 miles of trails, 715 acres of habitat preserves and natural open space, all city-wide street trees, 71 acres of future parkland, all city street trees, 68 acres of street median planters and 9 acres of street parkways. The department is a leading provider of world-class projects, programs, events that strengthen and build community connectivity and has a robust Capital Improvement Program, which includes projects for parks' retrofits, infills and new developments.

The Position:

The Administrative Assistant provides essential administrative and operational support to the Parks & Recreation Department. This position assists with contract-related processes, supports daily office operations and helps ensure accurate and well-organized departmental documentation. The role also serves as a point of contact for public inquiries by directing questions and sharing basic information. In addition, the Administrative Assistant supports internal staff through data entry, recordkeeping and other routine administrative functions that contribute to efficient, high-quality service delivery.

The ideal candidate is dependable, detail oriented and able to prioritize multiple tasks while following established procedures.

The typical schedule is Monday through Friday, 8 a.m. to noon.

• Communicate clearly and professionally with staff, contractors, and members of the public.
• Assist with utility billing tasks, including organizing account information for proper coding.
• Maintain accurate and organized contract and insurance documentation, including assisting with related tracking and coordination tasks.
• Assist with general department email inquiries by providing basic information and routing messages to the appropriate staff.
• Maintain organized electronic filing systems to support department operations.
• Support responses to public records requests by gathering and organizing required information.
• Provide courier-related support during absences, including assisting with department pickups, deliveries, and deposit-related tasks.
• Perform other administrative support duties as assigned.

Knowledge of:

• Microsoft Word, Excel, Outlook and Adobe Acrobat Pro. Experience with Microsoft Teams is a plus.
• Professional communication techniques, both oral and written.
• Document organization and electronic file management systems.
• Basic understanding of contracts and agreements (preferred but not required).

Ability to:

• Understand the administrative support role in facilitating the work of paraprofessional and technical staff.
• Follow prescribed processes and procedures with minimal direction or supervision.
• Proofread accurately under tight timelines.
• Work successfully both independently and as part of a team.
• Demonstrate excellent customer service skills.
• Communicate professionally and effectively with staff at various levels of the organization and with external partners, both orally and in writing.
• Use modern office equipment and software effectively.