Mindy Penrod
Santa Clarita,Ca
Summary
Diligent Recreation Coordinator with proven track record in planning and coordinating Special Events and Venue rental activities. Successfully manages two venues, enhancing community engagement and resident satisfaction. Demonstrated effective communication and leadership skills in team settings.
Overview
18
18
years of professional experience
Work History
Recreation Coordinator
City of Santa Clarita
02.2018 - Current
- Oversees the operations of the Grand Room at the Canyon Country Community and Mitchell River House. Coordinate the rental process of the facilities with renters. Processes payments, contracts through DocuSign, and insurance requirements.
- Primary point of contact for renters, providing excellent customer service, answering inquiries, resolving issues, and working with renters on event details for their event.
- Coordinates outside produced Special Events at Central Park. Work with outside event producers on submitting City event application, insurance, site map, LA County Fire Special Event Permit, LA County Public Health Permits, Building and Safety permits, and coordinating Sheriff support during the event. Coordinates approvals for special events at Central Park by working with internal City Departments to ensure all processes are completed and notifications are communicated to the community.
- Organizes and facilitates multi-agency meetings with LA County Fire, Alcohol Beverage Control Agency, Sheriff’s Department, Homeland Security, City Stakeholders.
- Supervises 18 part-time staff providing training on venue rental set-ups, safety protocols, venue rules, customer service expectations, reviews on performance, and creates opportunities for staff to grow in their position. Prepares staff schedules and monitors their performance and identifies areas of professional growth.
- Track and maintain Facility Usage Report for usage of the Canyon Country Community Center and Mitchell River. Analyzes this report to identify high-demand rental periods, develop recommendations for improvements to the rental process and expansion of rental opportunities to meet the community needs.
- Maintains current partnerships with LA County Fire, Sheriff’s Department, City Departments, and local non-profits.
Executive Assistant
City of Santa Clarita
07.2016 - 02.2018
- Provided office management for the Department, including coordinating departmental staff, reviewing, and processing invoices for payment, overseeing payroll submittal, monitoring departmental budget, coordinating and updating departmental Intranet and Internet pages; coordinating staff training.
- Supported the Assistant City Manager, Department Director and Department Management; schedule meetings and appointments; arrange travel for meetings, conferences, and seminars; maintain various calendars specific to the department.
- Supported the Parks, Recreation, and Community Services Commission; coordinate meetings, special meetings, and tours; prepare agenda and coordinate the preparation of staff reports; take action minutes; assemble documents and reports; post and distribute packets in accordance with legal requirements.
- Performed highly complex office, clerical and administrative support tasks and duties, including organizing and coordinating work; set priorities and meet deadlines. Edit and proofread a large variety of correspondence, reports, presentations, flyers, brochures, contracts, Weekly Update Report, and other such documents to ensure consistency with City standards.
- Performed research related to the Administration Division; organize and keep deadlines for a variety of reports; act as liaison between assigned department, City staff, the public, and volunteers; assists other departments as needed.
- Assisted in the compilation, distribution, and contract management of the Community Services and Arts Grants awardees.
- Assigned, trained, evaluated, and directed lower level departmental office administrative staff.
- Maintained positive working relationships with representatives of community organizations, state/local agencies, City management and staff, and the public.
- Recreation, Community Services, Arts, and Open Space
Administrative Assistant, Parks Planning and Open Space
City of Santa Clarita
05.2015 - 06.2016
- Supported and assisted the Division Manager on all daily work tasks; scheduled meetings and appointments; coordinated travel and training for meetings, conferences, and seminars; maintained the Division Manager calendar and the Director of Parks, Recreation, and Community Services.
- Supported the Administrator, Project Development Coordinators, Acquisition Specialist, Administrative Analyst, and Project Technician of Parks Planning and Open Space on scheduling meetings with staff and outside vendors and residents, records retention schedule, and organize data for projects and reports.
- Prepared and compiled yearly budget for the Division and monitored the budget throughout the year, set deadlines for budget submissions, and maintained budget documents for accuracy.
- Assisted the Parks Supervisor with data compilation of property appraisals and proposals for the City’s Open Space program. Scheduled meetings with property owners and City staff, coordinated bids for appraisals of properties, created and maintained contracts.
- Served as back-up to Department Executive Secretary; provided administrative support to the Director and staff; proofread and edited a variety of agenda reports, correspondence, memos, evaluations, contracts, weekly updates, and other documents to ensure accuracy and consistency with the standards set by the City.
- Clerked the Parks, Recreation, and Community Services Commission meetings when needed; handled posting of agenda for the meetings, and distribution of agenda packets to the Commissioners, City employees, and outside entities according to Brown Act requirements.
- Proofread, edited, and processed letters, memorandums, and sent invitations to the Commissioners, City Council, and the City Manager.
- Supported the Division on daily work flow, created meeting agendas, attended weekly Division meetings, and took meeting minutes.
- Maintained a variety of databases to be used by the Division such as payroll, water consumption, e-Service, and uniforms, and developed flyers, brochures, and other such materials for assigned areas.
- Trained new employees on City policies and procedures, timecard system, and provided materials and supplies for staff.
- Performed a variety of special projects in such areas as public information and inter-governmental relations.
- Responsible for ordering office and safety supplies, assigned account numbers to purchases, sorted and distributed mail and invoices received by outside vendors and staff.
- Handled sensitive and confidential information with the utmost care and accuracy.
Administrative Assistant, Parks
City of Santa Clarita
12.2011 - 05.2015
- Supported and assisted the Division Manager on all daily work tasks; scheduled meetings and appointments; coordinated travel and training for meetings, conferences, and seminars; maintained the Division Manager calendar and the Director of Parks, Recreation, and Community Services.
- Supported the Administrator, Project Development Coordinators, Acquisition Specialist, Administrative Analyst, and Project Technician of Parks Planning and Open Space on scheduling meetings with staff and outside vendors and residents, records retention schedule, and organize data for projects and reports.
- Prepared and compiled yearly budget for the Division and monitored the budget throughout the year, set deadlines for budget submissions, and maintained budget documents for accuracy.
- Assisted the Parks Supervisor with data compilation of property appraisals and proposals for the City’s Open Space program. Scheduled meetings with property owners and City staff, coordinated bids for appraisals of properties, created and maintained contracts.
- Served as back-up to Department Executive Secretary; provided administrative support to the Director and staff; proofread and edited a variety of agenda reports, correspondence, memos, evaluations, contracts, weekly updates, and other documents to ensure accuracy and consistency with the standards set by the City.
- Clerked the Parks, Recreation, and Community Services Commission meetings when needed; handled posting of agenda for the meetings, and distribution of agenda packets to the Commissioners, City employees, and outside entities according to Brown Act requirements.
- Proofread, edited, and processed letters, memorandums, and sent invitations to the Commissioners, City Council, and the City Manager.
- Supported the Division on daily work flow, created meeting agendas, attended weekly Division meetings, and took meeting minutes.
- Maintained a variety of databases to be used by the Division such as payroll, water consumption, e-Service, and uniforms, and developed flyers, brochures, and other such materials for assigned areas.
- Trained new employees on City policies and procedures, timecard system, and provided materials and supplies for staff.
- Performed a variety of special projects in such areas as public information and inter-governmental relations.
- Responsible for ordering office and safety supplies, assigned account numbers to purchases, sorted and distributed mail and invoices received by outside vendors and staff.
- Handled sensitive and confidential information with the utmost care and accuracy.
Office Assistant, Arts and Events
City of Santa Clarita
10.2007 - 12.2011
- Supported the Arts Commission by minute taking, reviewing and editing all correspondence, agenda preparation, packet preparation, website posting and distribution, packet delivery, meeting set-up and clean-up, prepared and processed attendance invoices, and maintained agenda forecast.
- Coordinated site tours, study sessions and other Arts Commission special meetings and events.
- Responsible for the recording and logging of data; received, sorted and processed mail, and prepared material for mailing; scheduled meetings and conference rooms.
- Prepared and typed a variety of general office correspondence, reports and other materials from rough drafts, verbal instructions or established procedures.
- Maintained file correspondence, forms, reports and other materials.
- Provided superior customer service by fielding inquiries and questions from the public and staff.
- Provided information to the public regarding City programs, event permit processing, and procedures.
- In charge of Cowboy Festival ticket sales and Marathon Expo registration.
- Scheduled part-time staff and maintained part-time staff timecards for all events. Assisted in training of part-time staff on the policies and procedures for the City.
- Assisted the public and internal staff by answering questions on the phone or in person regarding concerns in the parks or within the City.
- Provided exemplary customer service and responded to internal and external customers in a professional and friendly manner.
- Managed office correspondence and communication, ensuring timely responses and effective information flow.
Education
Bachelor of Science - Sociology
Iowa State University
Ames, IA08.1999
Skills
- Detail-oriented multitasking
- Extremely motivated and able to work under time constraints
- Contribute to the team and supervise with professionalism, delegation, and tact
Timeline
Recreation Coordinator
City of Santa Clarita
02.2018 - Current
Executive Assistant
City of Santa Clarita
07.2016 - 02.2018
Administrative Assistant, Parks Planning and Open Space
City of Santa Clarita
05.2015 - 06.2016
Administrative Assistant, Parks
City of Santa Clarita
12.2011 - 05.2015
Office Assistant, Arts and Events
City of Santa Clarita
10.2007 - 12.2011
Bachelor of Science - Sociology
Iowa State University