Job Description
Salary: $33.29 - $41.99 Hourly
Location : Inver Grove Heights, MN
Job Type: Full-time Benefited
Job Number: 2025-00049
Department: Parks and Recreation
Division: Recreation
Opening Date: 11/11/2025
Closing Date: 11/30/2025 11:59 PM Central
Position Description The Parks and Recreation Department seeks an Administrative Specialist. This is a fulltime AFSCME union benefited position. The 2026 hiring range is $33.29 to $35.22/hr.
Anticipated timeline:
• First-round interviews: Wednesday and Thursday, December 3-4, 2025
• Second-round interviews: Monday, December 8, 2025
• Start date: Early January 2026
Bring your organizational skills and positive energy to the heart of our Parks and Recreation Department! As the Administrative Specialist, you'll be the go-to person for keeping our operations running smoothly across Parks, Recreation, the Community Center, Golf, and City Facilities. This role blends classic administrative support with hands-on involvement in financial tracking, project support, and customer service. From helping process invoices and contracts to supporting community events and recreation software systems, you'll make a direct impact on the experiences our residents enjoy every day. If you enjoy variety, thrive on details, and want to be part of a team that creates community through parks and recreation, this role is for you.
Essential Job Functions The Administrative Specialist provides a wide range of administrative, customer service, and financial support to ensure efficient daily operations across the Parks and Recreation Department. Responsibilities include, but are not limited to, the following:
Administrative Support & Coordination
• Prepare, proofread, and edit documents, reports, correspondence, and presentations for staff, City Council, and advisory commissions.
• Assist with meeting logistics: preparing agendas, compiling packets, recording minutes, scheduling, and coordinating communication.
• Maintain organized records, files, and databases in line with city data retention policies.
• Support marketing and communications efforts by coordinating timelines and preparing materials for print, digital, and social media distribution.
• Assist with special events, public presentations, and community engagement initiatives.
Customer Service & Public Interaction
• Provide courteous, professional customer service in person, by phone, and through email.
• Respond to inquiries, requests, and complaints, routing complex issues to appropriate staff.
• Serve as a resource for facility rentals, program registrations, and general Parks and Recreation information.
Financial & Accounting Support
• Perform accounts payable tasks for the department, including preparing and coding invoices, processing payments, assisting, when needed, in the reconciliation of staff credit card statements, and responding to vendor questions.
• Perform accounts receivable tasks such as preparing and sending invoices for facility rentals, posting payments, maintaining records, preparing year-end reports while ensuring invoices are paid and resolving past-due balances with customers.
• Collect, reconcile, and prepare deposits for Parks, Recreation, Golf, and the Community Center for daily import into the finance system.
• Run financial reports from the City's financial software for department divisions, and collect requested information from and for the City's Finance Department; support state benchmarking, NRPA reporting, and annual department reporting.
• Assist with project accounting by tracking contracts, expenses, retainage, change orders, and grant reimbursements.
• Assist staff with financial software use, troubleshoot issues, and coordinate with vendors and IT as needed.
• Maintain financial records for grants and special funds, ensuring compliance with applicable policies and procedures.
Technology & Systems
• Utilizes and supports the operation and maintenance of recreation management software, including program registration, facility reservations, point-of-sale, and reporting functions.
• Provide basic troubleshooting and general support for department software and office systems used by staff.
• Coordinates with the City's IT Division by submitting support tickets for equipment, connectivity, and system-related issues as needed.
Departmental Support
• Assist with grant applications, surveys, annual reports, and performance measurement tracking.
• Support department-wide projects, contracts, and capital improvement planning processes.
• Work collaboratively with all divisions to ensure consistent, efficient administrative practices.
Performs other duties of a comparable level or type, as apparent or assigned.
Qualifications Minimum Qualifications:
• Requires three (3) years of related experience, preferably in municipal government or a closely related field; or an Associate's degree and one (1) year of related experience, or an equivalent combination of education and experience.
• Experience with financial processing, data entry, accounts payable/receivable, reconciliations, deposits, and records management.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Desirable Qualifications:
• Experience in municipal government, preferably in a parks and recreation setting.
• Experience working with recreation registration and facility reservation software.
Supplemental Information Essential Knowledge, Skills, and Abilities:
• Strong organizational skills with the ability to manage multiple tasks, prioritize workload, and meet deadlines.
• Knowledge of office and administrative procedures, records retention and management principles, and general operational requirements.
• Familiarity with public information and data privacy standards.
• Knowledge of basic accounting practices, including invoicing, accounts payable/receivable, reconciliations, deposits, and financial reporting.
• Proficiency in Microsoft Office products (Word, Excel, Outlook, PowerPoint) and other business software, with ability to perform word processing, spreadsheet creation, database maintenance, and basic web or graphic tasks.
• Customer service and interpersonal skills to effectively assist and communicate with staff, department heads, elected officials, vendors, and the public.
• Ability to help plan, coordinate, and execute departmental projects, events and special activities with general direction.
• Skill in preparing, proofreading, compiling, and coordinating reports, correspondence, and printed materials.
• Demonstrated ability to apply good judgment, discretion, and initiative in performing job functions consistent with policies, procedures, and city directives.
• Attention to detail, commitment to accuracy, and ability to maintain confidentiality.
• Ability to establish and maintain positive and professional working relationships with fellow employees, supervisors, department heads, elected officials, and the public.
• Time management skills to prioritize work and special projects appropriately and efficiently.
• Flexibility to adapt to changing priorities and departmental needs.
Work Hours:
This position is a full-time, 40-hour per week role, typically scheduled Monday through Friday during standard business hours. Flexibility is required to occasionally work evenings, weekends, or participate in on-call duties to support department meetings, special events, or seasonal programs.
The City of Inver Grove Heights offers a competitive benefit package including but not limited to Health Insurance, Flexible Compensation (cafeteria plan for use toward employee premiums with excess (if any) paid to employee), Vacation Leave, Personal Leave (or Sick Leave for Police Officers), Holiday pay, Life insurance, Long-term Disability Insurance, Minnesota Public Employee Retirement Association (PERA) Retirement benefits, and Employee Assistance Programs. Optional Dental, Vision, Short-term Disability Insurance, Flexible Spending Accounts, and Deferred Compensation Plans also offered. Part-time benefit contributions are prorated, and all union benefits levels are subject to negotiated contracts.
Follow this link for more details on our insurance plans:
01
What is the highest level of education you have completed?
- High school diploma or equivalent
- Technical School Certificate (e.g., Accounts Payable/Receivable)
- Associate's degree (AA/AS)
- Bachelor's degree (BA/BS)
- Master's degree or higher
- None of the above
02
How many years of experience do you have providing administrative or customer service support in a professional setting?
- None
- Less than 1 year
- 1 to less than 3 years
- 3 to less than 5 years
- 5 or more years
03
How many years of experience do you have providing administrative or customer service support in a municipal or government setting?
- None
- Less than 1 year
- 1 to less than 3 years
- 3 to less than 5 years
- 5 or more years
04
How many years of experience do you have performing financial processing tasks such as accounts payable/receivable, reconciliations, or report preparation?
- None
- Less than 1 year
- 1 to less than 3 years
- 3 to less than 5 years
- 5 or more years
05
Have you worked with financial management, recreation registration, or facility reservation software systems?
06
If you answered Yes to the question above, please list the system(s) used:
07
How would you rate your proficiency with Microsoft Excel (e.g., creating spreadsheets, using formulas, generating reports)?
- No experience
- Basic (can perform simple tasks and formatting)
- Intermediate (formulas, sorting/filtering, charts)
- Advanced (pivot tables, data analysis, linked sheets)
08
How would you rate your overall proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)?
- No experience
- Basic (can perform simple tasks and formatting)
- Intermediate (can create, edit, and manage multiple documents or spreadsheets)
- Advanced (can integrate, analyze, and prepare complex or multi-format materials)
09
How many years of experience do you have coordinating or supporting projects, contracts, or special events?
- None
- Less than 1 year
- 1 to less than 3 years
- 3 to less than 5 years
- 5 or more years
10
This position requires a high level of organization and attention to detail when managing multiple priorities. How would you describe your comfort and experience in this type of environment?
- I have not worked in a multi-priority environment
- I have limited experience but am comfortable learning
- I have 1-3 years of experience managing multiple priorities
- I have 4 or more years of experience successfully managing multiple priorities with accuracy and attention to detail
11
Our Parks and Recreation Department values teamwork, a positive attitude, and a willingness to learn as key parts of our work culture. Which 2 words best describe how you approach your work?
- Positive
- Collaborative
- Supportive
- Adaptable
- Motivated
- Dependable
- Respectful
- Curious
- Encouraging
- Dedicated
Required Question
Job Tags
Hourly pay, Full time, Temporary work, Part time, Seasonal work, Work at office, Monday to Friday, Flexible hours, Weekend work, Afternoon shift,