Administrative Assistant - Emergency Preparedness ($80,100.96/year - $97,363.08/year)

Job Description:

Administrative Assistant - Emergency Preparedness ($80,100.96/year - $97,363.08/year)

Description

Description

Hayward Area Recreation and Park District is seeking an Emergency Preparedness Administrative Assistant to join our team. In this role, you'll be the organizational backbone of our emergency preparedness initiatives - ensuring our emergency training programs run smoothly, our FEMA compliance stays on track, and our team is always ready to respond when it matters most.

This position supports our Public Safety team in planning, coordinating, and documenting emergency preparedness programs and initiatives. You'll work at the intersection of administration and public safety, helping manage compliance requirements, coordinate training, and keep critical records up to date. Your attention to detail and organizational skills will directly contribute to our community's resilience and readiness.

What You'll Do (Responsibilities)

• Coordinate and schedule emergency preparedness training programs, drills, and exercises for staff and stakeholders
• Maintain accurate records and documentation to support FEMA compliance and federal/state reporting requirements
• Assist in developing and updating emergency operations plans, standard operating procedures, and preparedness materials
• Track deadlines, certifications, and compliance milestones across programs
• Serve as a point of contact for training participants, vendors, and partner agencies
• Assist, create, plan and conduct tabletop exercises for the District.
• Support grant documentation and reporting as needed

What We're Looking For

• Strong organizational and time management skills with the ability to juggle multiple priorities
• Excellent written and verbal communication skills
• Experience in an administrative support role; public safety, government, or emergency management experience a plus
• Familiarity with FEMA programs, NIMS, or ICS frameworks preferred
• Proficiency in Microsoft Office Suite and document management systems
• A proactive, detail-oriented mindset and a commitment to public service

Here are the details about the positions:

• Available Positions: 1
• Annual Salary: $80,100.96/year - $97,363.08/year
• Typical Work Schedule: Monday - Friday, 5 days/week schedule, 40 hours/week, Weekends and Holidays as needed
• Typical Work hours: 8:30AM - 5:00PM
• Full Time, Benefits-Eligible, Non-Exempt position
• Filing deadline: June 9, 2026
• 1st Round Interviews anticipated for the week of June 8th
• In-Person Panel Interviews anticipated for the week of June 15th
• Projected Start Date: July 2026

Play a critical role in keeping our community safe and apply for this role today! This posting may close at any time.

DEFINITION

Under general supervision, performs varied office support work of a responsible nature; greets, screens, and provides factual information to visitors and callers; makes arithmetical calculations and operates various office equipment; and performs related work as required.

DISTINGUISHING FEATURES

Employees in these classes work within a framework of procedures and are expected to perform a wide variety of general office support and customer service duties with only occasional instruction or assistance. Successful performance at this level requires knowledge of departmental procedures and precedents, and the ability to choose among generally established alternatives in solving problems. Employees are expected to work productively even in the absence of a supervisor or lead worker. Employees in these classes may often have contact with the public, answering a variety of procedural questions, or giving out information. Work is normally reviewed only on completion and for overall results.

EXAMPLE OF DUTIES:

NOTE: The following list of duties are those usually performed by most employees in this classification. However, employees may perform other related duties at an equivalent level. Not all duties listed are necessarily performed by each individual in the classification.

• Prepares a variety of letters, memos, forms, specialized documents, charts, catalogs, and brochures in draft and final form, using word processing, spreadsheet, and database management software, from written, recorded, or printed sources, or oral instructions; proofreads materials for accuracy, completeness, compliance with departmental and District policies, formatting, and correct English usage, including grammar, punctuation, and spelling
• Prepares periodic or special reports and perform data entry
• Compiles and records fiscal and statistical data according to established procedures; computes and extends figures; may keep petty cash; may accept, issue receipts for, and record monies collected for District services
• Prepares, validates, processes, and/or checks a variety of operating and personnel documents and records, such as time-sheets, vacation schedules, invoices, requisitions, and public notices for completeness, accuracy, and submission standards
• Receives and screens visitors and answers phone calls
• Determines how incoming calls should be routed; answers questions; explains procedures, processes, or departmental activities; distributes and explains forms, such as applications or permits; arranges for distribution of publications, brochures, fliers, and other District materials; provides a variety of office assistance
• Prepares for pre-registration and assists in registration for classes and programs; communicates with registrants and renters by telephone, email, and mail
• Reviews forms, applications, and plans for completeness and correctness; determines fees required, following standard guidelines, collects fees and issues permits
• Establishes and maintains office files, following an established filing system; researches and compiles information from such files; purges and archives files as required
• Prepares agenda items and compiles and duplicates materials for a variety of internal, committee, and commission meetings; may take minutes of meetings and transcribe them in written format; maintains and posts conference room schedules
• Orders and maintains inventories of office supplies and other products for the office and department programs; opens and routes mail; prepares outgoing mail including priority delivery service; compiles and updates mailing lists
• Recommends and assists in implementing office programs and office support systems, procedures, and policies
• Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones; may operate a two-way radio or other department-specific equipment; arranges for maintenance or replacement of equipment
• May maintain records regarding participation in departmental or District-wide programs and use of District facilities; may assist with the rental of District facilities; may accept, issue receipts for, record, and deposit monies collected for District services and rentals of District facilities
• May give direction to part-time employees and volunteers, depending upon assignment
• Assists others involved in related activities

Qualifications

MINIMUM QUALIFICATION REQUIREMENTS

Education/Experience/Training:

• Graduation from high school, supplemented by secretarial or business coursework, and a minimum of two years of experience in general office support work; or any equivalent combination of education and experience that provides the knowledge, skills, and abilities listed below
• Bi-lingual desirable

Special Requirements:

• Must be at least 18 years of age
• Must pass a fingerprint and/or background clearance prior to employment
• Verification of ID and ability work in the USA

KNOWLEDGE AND ABILITIES

Knowledge of:

• Business English, grammar, spelling, arithmetic, modern office practices, procedures, and equipment
• Procedures and services of the department to which assigned or the ability to acquire such knowledge during a reasonable period of training

• Computer applications and technology related to the work

Ability to:

• Prioritize own work and independently performing office support work in accordance with established procedures, practices, and schedules
• Deal courteously and effectively with the public and District staff, and provide a high level of customer service
• Communicate effectively in English both orally and in writing

• Establish and maintain effective working relationships with others
• Use tact, discretion, and good judgment in the handling of sensitive information
• Type at a minimum corrected rate of forty-five (45) words per minute
• Plan and carry out duties independently
• Maintain and prepare accurate records and reports

• Effectively utilize computer applications and technology related to the work
• Work on weekends and/or evenings

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this position. Essentially all of the employees working hours are spent in an office. Most work assignments involve a high degree of concentration. There may be some light to moderate physical work in the handling of supplies, files, computer equipment, etc. When assigned to the public counter, the employee experiences numerous interruptions from the public and others.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this position. While performing the duties of this job, the employee is regularly required to have: Ability to sit for long periods of time, stoop, kneel, crouch, reach, finger, grasp, write, and perform repetitive motions; exerts up to 30 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull or otherwise move objects with the human body; hearing and speaking ability sufficient to carry on a conversation with another individual (or groups of individuals) in person and over the telephone; visual ability sufficient to read and produce printed material and information displayed on a computer screen.

EEO/ADA:

The Hayward Area Recreation and Park District is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Hayward Area Recreation and Park District will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the Human Resources Department.

Salary:

$80,100.96 - $97,363.08 Salary/year