Overview
Position responsible for providing administrative support to Senior Staff. Act as a liaison between the Department, Elected Officials, Boards, Attorney and Constituents.
Equal Employment Opportunity
The City of Indianapolis Marion County is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.
Position Responsibilities
Coordinates executive communications, including taking calls, responding to emails, and interfacing with Parks visitors, residents, Board members, City County Councilors, and various community stakeholders and organizations.
Swiftly responds to inquiries by finding answers or directing to appropriate personnel. Is passionate about customer service and driven to find solutions, referring only the most complex issues to the next level.
Develops and sustains a high level of professionalism among staff, stakeholders and residents.
Assists Director in scheduling and administrative requirements. Schedules and maintains calendar of appointments, meetings, and travel itineraries, and coordinates related arrangements.
Prepares, composes, and initiates correspondence, memoranda, presentation material, and reports for the Director.
Manages, coordinates, and facilitates special projects, meetings, and events as requested by the Director and provides updates to the Director as requested.
Prepares, compiles, and maintains compliance documents for assigned relevant standards of the National Accreditation Standards of the Commission for Accreditation of Park and Recreation Agencies (CAPRA).
Acts as liaison among department groups, teams, staff, and the Director to communicate information as requested.
Develops, generates and distributes special reports and findings related to various department administrative projects, research and analysis of nationwide trends and best practices related to the Parks and Recreation industry. Prepare internal and external corporate documents for team members.
Prepare submittals for various awards programs.
Maintains appropriate records, files, documentation, with regards to legal settlements, Board communications, stakeholder reports/communications, etc. Maintains an organized filing system of paper and electronic documents.
Arranges corporate events to take place outside of the work place, such as staff appreciation events, staff training events, etc.
Upholds a strict level of confidentiality in all matters.
Identifies and documents business needs and objectives in the current and/or future state relative to administration processes.
Creates executive summaries and reports.
As directed, provides support for other members of leadership team to meet and support initiatives and projects.
Determines the need of administrative office supplies, equipment, and materials. Replaces or purchase new office supplies and equipment as needed. Plans and coordinates office supplies receiving, distributing, and storage.
Prepares requisitions and submits to finance team for processing.
Organizes, implements work methods, and prioritizes workload to meet deadlines.
Plans and coordinates administrative service activities regarding support services.
Oversees the maintenance and alteration of administrative office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities. Conducts investigations to determine comparative costs regarding office equipment.
Identifies events, stakeholders, entities and people that are affecting (or being affected by) a situation at hand and establish a recommended course of action. Be able to anticipate the implications and consequences of a situation and prepare for possible contingency plans.
Serves as Assistant Secretary to the Board of Parks and Recreation. In absence of Board Secretary, plans board proceedings, coordinates the scheduling, and attends meeting to provide administrative support. Prepares all agenda items and minutes and distributes as required. (OR Plans Board proceeding and, based on the number of participants and observes, coordinates the scheduling of the hearing. Attends the meeting to provide administrative support. Responsible for all required notices and postings. Prepares minutes from Board and distributes as required.)
May serve on internal department committees.
May manage an intern on occasion.
Provide consultation and assistance regarding specific matters within identified area of expertise.
Ensures compliance with organization policies and procedures as they relate to area of responsibility.
This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time.
Qualifications
High School diploma and/or GED and a minimum of five (5) years’ related work experience OR an associate degree and at least three (3) years of related work experience is required. Effective in treatment of customers whether faces to face and/or telephonically in a professional and courteous manner. Knowledge of spreadsheet(s), database(s), and other software is required. Must be able to type, update and/or create reports, and spreadsheets as needed. Demonstrate creative ability when presented with unformatted projects and/or ideas. Must be able to communicate effectively both in oral and written formats.
Working Conditions
Work is generally conducted in a standard office environment. Travel to various park sites, facilities and various meetings is standard.
All rates are bi-weekly.
2026 Rate Sheet - To view our rate sheet, please copy and paste this link into your web browser: https://acrobat.adobe.com/id/urn:aaid:sc:VA6C2:67382b58-4d1a-4519-89d7-8453f91e19a1
Life Insurance Employee Only (rates per $1,000 per month):
Basic: Employer Paid
Optional Life Insurance Employee Only (rates per $1,000 per month)
Additional
<25-29 $0.058
30-34 $0.083
35-39 $0.099
40-44 $0.132
45-49 $0.223
50-54 $0.363
55-59 $0.600
60-64 $0.795
65-69 $1.329
70 + $2.054
Important Perf Update
- For more information on eligibility options, refer to Proposal 21-288 https://bit.ly/3exq8yR
- All employees hired/rehired after 1/1/2022 have a choice to select the PERF Hybrid plan (3% + Pension) or the INPRS My Choice: Retirement Savings plan (3% + 1% Contribution). The Hybrid plan consists of two components:
Annuity Savings Account (ASA) -This consists of the mandatory employee contribution of three (3%) percent of compensation (made for the employee by the City), plus interest credits or earnings. You're always vested in your ASA portion - it's always yours.
Pension - The pension portion of the retirement benefit is funded by contributions made by the employer over the course of the employee's career and separate from the annuity savings account. Employees enrolled in the PERF Hybrid plan are eligible for retirement benefits at age sixty-five (65) if they have ten (10) or more years of creditable service. After June 30, 1995, employees may retire at age sixty (60) with at least fifteen (15) years of credible service or if the member's age in years plus the years of credible service equals at least 85 and the member is at least fifty-five (55) years of age. With fifteen (15) or more years of creditable service, the employee may retire as early as age fifty (50) with a reduced pension.
- Employees hired/rehired by the City and County between 1/1/2017 and 12/31/2021 will be automatically enrolled in the PERF My Choice: Retirement Savings plan. This plan is an annuity savings account (ASA) only plan and does not have a pension component. Any service that an employee has in the My Choice: Retirement Savings Plan will not count toward the service time requirements for pension eligibility in the Hybrid Plan.
With the PERF My Choice: Retirement Savings Plan, the ASA is split up into two parts:
Part one - This consists of the mandatory employee contribution of three (3%) percent of compensation (made for the employee by the City), plus interest credits or earnings. You're always vested in your ASA portion - it's always yours.
Part Two - This Consists Of An Additional Variable Rate Contribution Paid By The City Toward Your ASA. This Variable Rate Contribution Is Currently 1% Of Your Gross Wages. Vesting In The Value Of The Variable Rate Employer Contribution Will Vary By Length Of Participation. You Are
- 20 percent vested after 1 full year of participation
- 40 percent vested after 2 full years of participation
- 60 percent vested after 3 full years of participation
- 80 percent vested after 4 full years of participation
- 100 percent vested after 5 full years of participation
- All employees hired/rehired prior to 1/1/2017 are grandfathered into PERF Hybrid plan. The Hybrid plan consists of two components:
Annuity Savings Account (ASA) -This consists of the mandatory employee contribution of three (3%) percent of compensation (made for the employee by the City), plus interest credits or earnings. You're always vested in your ASA portion - it's always yours.
Pension - The pension portion of the retirement benefit is funded by contributions made by the employer over the course of the employee's career and separate from the annuity savings account. Employees enrolled in the PERF Hybrid plan are eligible for retirement benefits at age sixty-five (65) if they have ten (10) or more years of creditable service. After June 30, 1995, employees may retire at age sixty (60) with at least fifteen (15) years of credible service or if the member's age in years plus the years of credible service equals at least 85 and the member is at least fifty-five (55) years of age. With fifteen (15) or more years of creditable service, the employee may retire as early as age fifty (50) with a reduced pension.
- City Employees hired/rehired between 1/1/2017 and 12/31/21 that are members of the City AFSCME labor union can choose to enroll in either the PERF My Choice: Retirement Savings plan or the PERF Hybrid plan. Both plans are described above. Employees have 60 days to choose which option they want, and by state law this cannot be changed. If no choice is made, the employee will then be automatically added to the PERF My Choice: Retirement Savings plan.
The Indiana General Assembly has enacted a provision that allows public employees to make voluntary contributions in addition to the mandatory three percent (3%) contributions. Employees may contribute up to an additional ten- percent (10%) of their compensation per pay period to the annuity savings account. This means that the maximum level of contributions to the annuity savings account under this new provision is thirteen percent (13%) of an employee's compensation per pay period.
Employees who separate from the city within their first ten (10) years of employment need to contact INPRS - PERF regarding their ASA account.
Questions relating to PERF may be directed to INPRS - PERF at:
Indiana Public Retirement System
Public Employees' Retirement Fund
One North Capitol, Suite 001
Indianapolis, Indiana 46204
(888) 236-3544
