The Administrative Assistant II provides essential administrative and financial support to the Community Services Director and provides hands-on assistance with a wide range of functions within the Recreation Department to ensure seamless operation. As the primary point of contact for Recreation Department patrons, this 30-hour-per-week role is responsible for processing program registrations and payments, managing facility reservations, providing information about recreation programs and services, and assisting the public with inquiries at the front desk, by phone, and via email. Additionally, the Administrative Assistant II provides support for special events and meetings on weekends and evenings as needed.
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ABOUT THE TOWN
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The Town of San Anselmo is nestled at the base of Mt. Tamalpais in Marin County, California. Renowned for its picturesque downtown and stunning natural beauty, the Town is home to approximately 13,000 residents and spans about 2.7 square miles. Residents enjoy an abundance of activities, from hiking and biking in the surrounding parks and natural reserves, to community events, including art exhibitions, holiday celebrations, outdoor concerts and more.
Located just 20 miles north of San Francisco, San Anselmo offers easy access to a rich array of cultural, dining, and entertainment options. Known for its tight-knit, friendly atmosphere, the Town draws visitors from across Marin County and the Bay Area. Historically, it has been a creative hub for artists, writers, and musicians inspired by its natural surroundings and supportive community. The Town is committed to enhancing the quality of life for residents and visitors by providing high-quality parks, community facilities, and a diverse array of recreational programs.
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ABOUT THE DEPARTMENT
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The Recreation Department is dedicated to fostering a thriving community through its recreation programs and services that promote health, wellness, fun, and connection for all ages. Led by the Community Services Director, the department consists of a Senior Recreation Supervisor, two Recreation Supervisors, three Recreation Coordinators, a Preschool Director, a Lead Preschool Teacher, and an administrative assistant. Together, they collaborate to oversee San Anselmo’s eight parks, two community centers, and a wide-ranging catalog of community activities.
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ESSENTIAL DUTIES & RESPONSIBILITIES
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- Provide clerical and administrative support for the Recreation Department, assisting in daily operations, special events, and program coordination
- Serve as the main point of contact at the Recreation Department office, providing information and assistance with program and event registrations and facility rentals, directing inquiries to the appropriate staff as needed
- Assist in coordinating recreational programs and administering community events
- Exercise independent judgment and initiative within assigned responsibilities, proactively addressing administrative and customer service needs
- Research, compile, and analyze data for department reports, special projects, and program evaluations using recreation management software
- Prepare, proofread, and process a variety of documents, including program schedules, registration forms, marketing materials, reports, and correspondence from rough drafts, recordings, or verbal instructions
- Maintain records for program participation, facility usage, and financial transactions, ensuring accurate data tracking and reporting
- Keep program documents updated and accessible, including brochures, forms, and applications
- Process payments and handle financial transactions for classes, facility rentals, and special events, balancing cash receipts, and managing past-due accounts as needed
- Prepare and distribute materials for Recreation Commission and other advisory meetings, including agendas and meeting minutes
- Assist with general office functions including sorting mail, ordering supplies, and scheduling appointments
- Provide direction and oversight for volunteers assisting with recreation programs and events
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THE IDEAL CANDIDATE (QUALIFICATIONS)
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EDUCATION & EXPERIENCE
Any combination of experience and training that provides the required knowledge and abilities is qualifying. At minimum, the candidate should have:
- At least two (2) years of increasingly responsible clerical or customer service experience, preferably in a public agency setting or a position involving substantial public contact
- A high school diploma or equivalent
LICENSES & CERTIFICATIONS
- Possession of a valid California driver’s license (Class C)
KNOWLEDGE OF
- Principles of exceptional customer service and effective communication with the public
- Basic financial and cash-handling procedures related to program registrations and facility rentals
- Filing and record-keeping systems, with an emphasis on recreation program data management
- Professional business writing for reports, correspondence, and marketing materials
- Modern office practices, procedures, and software, including Microsoft Office and recreation management systems (CivicRec)
- Proper English usage, spelling, grammar, and punctuation
- Town of San Anselmo’s recreation policies, procedures, and facility rental guidelines
- Local, State, and Federal regulations related to public parks, events, and recreational programming
SKILLS & ABILITIES
- Perform a variety of administrative tasks to support the Recreation Department’s operations
- Process program registrations, permit applications, and facility reservations efficiently
- Provide accurate information to the public regarding recreation programs, facilities, and policies
- Effectively handle multiple responsibilities while managing frequent interruptions Understand and apply Town and department policies when assisting residents and processing transactions
- Sit at a desk or stand at a customer service counter for extended periods
- Learn and navigate the Recreation Department’s software systems for registration, scheduling, and financial reporting
- Organize and prioritize multiple tasks to meet deadlines, even in a busy and fast-paced environment
- Maintain accurate records and generate reports related to program participation and facility rentals
- Verify and cross-check files and financial data for accuracy
- Perform basic mathematical calculations quickly and accurately
- Prepare and distribute clear, concise, and professional business correspondence
- Supervise and provide direction to volunteers assisting with programs and special events
- Communicate clearly and professionally, both orally and in writing, with staff, program participants, and the general public
- Understand the structure and operations of the Town of San Anselmo and coordinate with other departments when necessary
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WORK ENVIRONMENT & PHYSICAL REQUIREMENTS
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- Work is performed in an office setting and requires the ability to sit or stand for extended periods and squat, kneel, twist, and bend as needed
- Frequently talk, hear, use a telephone or keyboard to communicate, and use hand for handling, reaching, grasping, pushing, pulling, and fine manipulation
- Must be able to lift and carry materials up to 25 pounds
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HOW TO APPLY
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To apply for this position, please submit a letter of interest, a completed Town application, and your resume to the Human Resources department by April 17, 2025 at 3:00 PM.
Employment applications are available at townofsananselmo.org/employment
BY MAIL:
TOWN OF SAN ANSELMO
ATTN: HUMAN RESOURCES
525 SAN ANSELMO AVENUE
SAN ANSELMO, CA 94960
BY EMAIL:
HR@SANANSELMO.GOV
The Town of San Anselmo supports workplace diversity and is an equal opportunity employer.
Job Types: Full-time, Part-time
Pay: $4,335.00 - $5,268.00 per week
Expected hours: 30 per week
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Ability to Commute:
- San Anselmo, CA 94960 (Required)
Ability to Relocate:
- San Anselmo, CA 94960: Relocate before starting work (Required)
Work Location: In person
