Senior Administrative Specialist

The Position

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The Park District is currently recruiting for two Senior Administrative Specialist vacancies:

• Community/Volunteer Services \- In Volunteer Services, the Senior Administrative Specialist supports communication, coordination, and logistics to help ensure successful volunteer opportunities and events. This position also assists with volunteer database management, program advertising, and operational support for district\-wide initiatives and special events. This position will report to the Volunteer Program Supervisor. The worksite for this position is the Richard C. Trudeau Conference Center in Oakland, CA
• Operations Administration \- This position will support the Division Lead of Interpretive and Recreation Services and reports to the Senior Executive Assistant. The worksite for this position is the East Bay Regional Park District Headquarters in Oakland, CA

The hiring pools established from this recruitment will be used to fill the current vacancies and any additional vacancies that may occur during the one\-year life of the hiring pools.

Internal Candidates: Per the AFSCME MOU, section 20\.5 "Promotional In\-House List", "Permanent employees in the Applicant Classification with a minimum of one year seniority and who meet the minimum qualifications for the Promotional Classification will, upon written request, be placed in a separate hiring pool for the Promotional Classification". Per the AFSCME MOU, there are two "Applicant Classifications" that are eligible to request placement on the promotional list for Senior Administrative Specialist: Administrative Specialist and Reservations Specialist. If you wish to be placed on the promotional in\-house list, you must: 1\) Submit an application AND 2\) Submit a written request for placement on the promotional in\-house list by the closing date of this job announcement (Thursday, June 4, 2026 at 5:00 PM). To submit a written request for placement on the promotional in\-house list, please email Christina Souza, csouza@ebparks.org

Recruitment Timeline

Minimum Qualifications Screening: Week of June 8, 2026Written Examination: Best qualified candidates will be invited to take a remote, written examination. The exam will be sent to candidates in mid\-June. Candidates will have at least five business days to complete the exam. Results from the written exam will be sent to candidates within two weeks of the last date of exam administration.Onsite Oral Panel Interviews: Mid\-July (Likely the week of July 13 or the week of July 20\)Selection Interviews: Late July/Early August\\*All dates are tentative and subject to change.*

ABOUT US:

The East Bay Regional Park District is a system of beautiful parklands in Alameda and Contra Costa counties to the east of San Francisco. The system comprises 73 parks spanning across 126,809 acres; 1,330 miles of trails; 55 miles of shoreline. We manage and preserve natural and cultural resources for all to enjoy and protect. The regional parks are ideal for healthful recreation and environmental education. Learn about our Mission and Vision, History, and our contributions to the United Nations 17 Sustainable Development Goals.

OUR MISSION:

EBRPD preserves a rich heritage of natural and cultural resources and provides open space, parks, trails, safe and healthful recreation and environmental education. An environmental ethic guides the District in all of its activities.

OUR VALUES:

• Respect – We honor the land we steward, each other, and the park visitors we serve.
• Resilience – We creatively adapt to change. We address challenges with empathy, perspective, and determination.
• Relationships – Our greatest strength lies in the trust, accountability, and teamwork we cultivate with our colleagues, partners, and the public we serve.
• Responsiveness – We communicate openly, honestly, and reliably.
• Transparency – We hold the public's trust through meaningful stakeholder engagement and access to timely and reliable information on decisions and performance.

WHY WORK FOR EBRPD?

• Work with a purpose for a better world today and for future generations through the preservation of open space, public access to the outdoors, and a commitment to the conservation of the natural world found east of the San Francisco Bay across 33 cities in Alameda and Contra Costa counties
• A community of colleagues who are passionate about public service and the East Bay Regional Park District, the communities it serves, and its mission
• Excellent benefits: Medical, Dental, Vision, Flexible Spending, and pension benefits through California Public Employees Retirement System (CalPERS).
• Tuition reimbursement and professional development
• Free on\-site parking
• Free parking permit for EBRPD parks (for up to 2 privately owned vehicles)
• Employee discounts for certain EBRPD park amenities (reservations, daily fishing permit, public boat launch.

WHAT YOU'LL BE DOING:

Under general supervision, performs a wide range of specialized and routine to complex clerical and administrative tasks in support of functions and programs and to relieve management of administrative and office support tasks; and performs related duties as assigned.

Senior Administrative Specialist is the advanced journey level class of the office/clerical series, fully capable of independently performing a wide variety of receptionist duties, word processing tasks, maintaining calendar(s), filing, record keeping, and coordination of schedules and meetings. This class also performs work involving a variety of complex and highly responsible clerical tasks or highly technical and related non\-routine duties of an administrative nature requiring a wide latitude for independent action. This class may provide lead direction to assigned support staff, which is distinguished from other office/clerical classifications.

IDEAL CANDIDATE:

• Ability to quickly learn data management systems
• Strong calendaring, prioritization, and time management skills
• Customer\-service oriented approach to supporting programs, administrative systems, and cross\-department coordination
• Ability to interpret and apply rules, regulations, and policy
• Clear and precise verbal and written communication
• Proficient in Microsoft Suite including Word, Excel, Teams, and SharePoint

Essential Functions

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• Performs a variety of clerical and administrative tasks requiring specialized knowledge of the assigned department's functions and programs;
• Routes, logs and routes human resources forms;
• Maintains front end of various databases, including user support;
• Assists with the preparation of contract documents and coordinates department work products;
• Processes payments;
• Tracks, reconciles and deposits checks and cash;
• Extracts and compiles data for reports;
• Composes and types correspondence, reports, manuals and policies;
• Creates, edits and updates documents, forms, charts, tables, legal forms and various other items;
• Reviews documents for completeness and accuracy;
• Maintains calendars:
• Schedules and coordinates meetings, trainings and appointments;
• Assesses and sets daily work priorities;
• Explains or clarifies policies, procedures, rules, regulations and contracts;
• Initiates follow\-up procedures to ensure projects and other tasks are completed and/or deadlines met, including coordinating activities with others;
• Develops systems for tracking information, projects and pending issues;
• Screens incoming correspondence, including assisting with or referring to appropriate staff and following up on replies;
• Screens outgoing correspondence prepared by others;
• Takes meeting minutes and presents information in a clear and concise manner;
• Performs cross departmental collaboration;
• Processes incoming invoices and submits for payment;
• Provides guidance and training to other department staff on office practices, District procedures, and other subject matter;
• Serves as a resource to management team and internal staff in resolving issues or administrative processing;
• Computes, verifies and reconciles figures on printouts, purchase orders, invoices, time reports and various other documents and forms;
• Processes and reviews timecards;
• Verifies contract provisions are met and appropriate approvals are received;
• Coordinates events and services with outside contacts, vendors and resources;
• Assists in the implementation of departmental goals and objectives.

OTHER FUNCTIONS \& DUTIES:

• Designs and creates new forms, certificates, and flyers;
• Maintains adequate office supplies, equipment and forms, including preparing purchase requisitions;
• Arranges for repair of equipment;
• Schedules back\-up office support as required;
• Makes travel arrangements when necessary;
• May train or cross\-train other support staff in various functions;
• May assist with CEQA processes;
• Supports special projects;
• And performs related duties as assigned.

Minimum Qualifications

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Education: Equivalent to the completion of the twelfth grade AND

Experience: Four years of recent responsible clerical or general office experience,

OR

Experience: Three years of experience in the East Bay Regional Park District classification of Office Assistant or one year of experience in the East Bay Regional Park District classification of Administrative Specialist,

Substitution: College education in a related field may be substituted for up to one year of the experience requirement on the basis of 60 semester or 90 quarter units of college credit equals one year of experience.\\

\\ If you are using college credits as a substitution for the experience minimum qualification, please attach your transcript (unofficial is fine) to your application. If you would like to use college credits as a substitute for the experience minimum qualification, and you do not attach your transcript to your application, your application will be considered incomplete, and you will not move forward in the recruitment process.

Additional Information

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The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Advanced practices and procedures of modern office support with particular reference to the work involved in the office of a management level public official;
• Principles and practices of administrative and clerical functions including office and database maintenance;
• Customer relations techniques;
• Standard methods of filing;
• Clear writing, grammar, punctuation, spelling and vocabulary;
• Basic budgetary and recordkeeping techniques;
• Basic research methods and techniques;
• Coordinating meetings and events;
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Ability to:

• Type 50 net words per minute;
• Learn the District's computerized systems;
• Perform math and bookkeeping and make accurate calculations;
• Attend to detail, be thorough and follow through;
• Interpret and apply detailed rules and regulations;
• Understand and carry out oral and written directions with minimum explanation;
• Analyze situations accurately and take effective action;
• Take initiative and use sound, independent judgment within established guidelines;
• Prioritize and coordinate work activities;
• Work well and effectively under pressure with numerous interruptions;
• Perform continuous data entry;
• Take meeting minutes;
• Compose routine correspondence, materials and other documents;
• Perform independent research of a variety of technical issues;
• Read and apply rules, policies, regulations and procedures;
• Maintain flexibility for changing conditions and circumstances with minimal notice;
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications;
• Communicate clearly and concisely, both orally and in writing;
• Establish and maintain effective working relationships with those contacted in the course of work at all levels, including a culturally diverse general public, with a focus on quality service to internal staff and external customers.

CONDITIONS OF EMPLOYMENT

• Depending on work location and assignment, must pass a Level 1 or 3 background check.
• License or Certificate: Depending on work location and assignment, possession of a valid Class C California Driver's License may be a condition of initial and continued employment in this classification.
• May be required to work unusual hours, nights, weekends, holidays.
• This position is designated as a Mandated Reporter under the Child Abuse and Neglect Reporting Act (CANRA). Mandated reporters are individuals who are obligated by law to report suspected cases of child abuse and neglect. As such, you will be required to sign an acknowledgment of having received the District’s policy and your responsibilities.

UNION AFFILIATION:

AFSCME: East Bay Regional Parks Employees, Local 2428, American Federation of State, County \& Municipal Employees (AFSCME), AFL\-CIO, represents this classification. Wages, hours, and other terms of conditions of employment are covered in a Memorandum of Understanding (MOU) between the Park District and Local 2428\. The probationary period for this classification is nine (9\) months. Internal Promotions: Placement shall be made at the first step in the salary range for the new position (Step A) unless the salary rate at Step A of the new position is less than a 5% increase. In such instances, the employee will be placed at a step in the new salary range that ensures at least a 5% increase.

Application materials for these positions consist of two (2\) required parts:

• A current East Bay Regional Park District application submitted online, and
• Completed supplemental questions

Apply prior to the closing time of the job announcement and allow at least one (1\) hour to submit your application if you are a new user to the system. If you have previously applied to a position on GovernmentJobs.com, please allow time to update your existing profile. Applications are accepted online only. Our online application system is provided by NeoGov. If you encounter problems while applying online, please contact NeoGov Help Desk toll\-free at (855\) 524\-5627\.

Notification: All applicants will be notified of the status of their application via email, generally within two to three weeks after the closing date of the job announcement. You may also sign into your GovernmentJobs.com account to view your current application status and notifications. Please email HR Analyst, Christina Souza at csouza@ebparks.org if you have questions about your application.

Selection Process: The application materials for all applicants meeting the minimum qualifications will be reviewed by a screening panel to select the best qualified for testing or oral examination/interview. The District reserves the right to set up a written test, performance test, and/or other assessment procedures before or after the interview process. Possession of minimum qualifications does not guarantee an interview or invitation to test. Pursuant to the Federal Immigration and Reform Act of 1986, all applicants who are hired will be required to provide proof of identity and appropriate work authorization documents prior to commencement of employment.

Special Testing Arrangements: If you require special arrangements due to a verified disability or medical condition, please contact the Human Resources Department at (510\) 544\-2154 at least five business days before the test.

Equal Opportunity Employer:

The East Bay Regional Park District is an Equal Opportunity Employer that values and respects a diverse workforce and community. It is committed to promoting an equitable and inclusive workspace that is welcoming to all. Applicants from all backgrounds and life experiences are encouraged to apply. All qualified applicants will receive consideration for employment.

For information regarding the District's applicable benefits package, please visit http://www.ebparks.org/about/jobs/resources/default.htm.

For temporary and/or on\-call assignments, there are no benefits offered.