CPW Administrative Assistant III John Martin Reservoir State Park Hasty

Job Title

This position exists to provide customer service to CPW customers- walk in, call in, and by email; including sales of state park and wildlife products, maintenance of customer records, providing information through direct communication and with brochures, bulletin boards, the Parks and Wildlife website updates, and other information products.

This position handles payment including license and pass fees, payment of citations, fees for meeting room and group facility rentals and runs the cash register. The position answers phones and talks with customers about camping, fishing, hiking, hunting, watchable wildlife, license and permit products, parks and wildlife regulations, and many other topics. This position is the administrative assistant to the Park Manager V.

This position also provides internal customer service through administrative duties such as passing collected information to officers, management of office product inventory, retail program management, contact with volunteers, distribution of mail, ensures office machines are operational and serves as contact with repair vendors when the need arises. Inputs information into various databases, and other administrative duties that may arise.

Customer Service Works directly with visitors to answer questions about the park, assist with pass, permit, and license sales. Answers phone calls and oversees janitorial duties at the visitor center. Provides customer service, disseminates information and ensures revenue collection. Help customers and staff decide on appropriate passes and licensing requirements for an individual customer (i.e. resident, non-resident, or youth hunting or fishing licenses).

This position must be able to explain various policies, procedures, and administrative directives and completely answer visitors' questions and concerns as accurately and expeditiously as possible.

Accounting / Purchasing Assists the Park Manager with accounting functions to include processing all CORE transactions, entering expenditures into spreadsheets, processing temporary work program paperwork, payroll, allocating One Card purchases, preparing statements, completing the allocator's role in SARA, and preparing purchase requisitions. Must have a clear and concise understanding of State fiscal rules and agency fiscal procedures. This position develops systems to keep budgets and spending on task.

Determines the appropriate object coding for all purchases, maintains digital files statements and receipts. Nearly all of the functions associated with this duty involve utilizing computer- based programs. Trouble shooting errors in data requires proficiency with Microsoft Office (word and excel), as well as developing a competency in various internet-based programs (UKG (Timekeeping), CORE, PARs, US Bank, Various Apps, etc.).

Supervision of Temporary Employees Recruits, interviews, hires, trains, supervises, advises, counsels, motivates, and develops work programs for temporary employees or volunteers to operate the park visitor center. Ensures the daily operations of the visitor center run smoothly including: assigning duties, scheduling, resolving conflicts, disciplinary actions, delegation of special projects, and duties, verifying timesheets, ensuring compliance with statutes, policies, procedures, maintaining documents and employee files.

Directly oversee the Intern position, including writing justification and creating the position budget request. Outlining a workplan for the position and providing timely feedback for the employee once the position has started at the park. Ensure the position is able to obtain relevant training for all tasks that will be included in the description of that position.

Administration Oversight of the park's revenue collection procedures including counting of revenue, preparing bank deposits, preparation and review of financial sessions, entry of data into the point of sales system. Oversight of shift boxes and accounting for pass and retail inventories. Assist Park Manager and staff with special projects such as grant writing, organizing management plans, scheduling public meetings, processing event permit and activity permit applications, serving as liaison with headquarters and region office when assigned, and working with local chamber of commerce.

Manage and Update Park PIO Systems Management of the park's automated public information systems to include the phone tree, press releases, camping and hunting reservation database, updating park's website and conditions pages, Facebook page. Makes decisions on what to put on web page updates with pictures and what activities should be highlighted as well as updating Facebook page with current events and information.

This position will adhere to the CPW/DNR terms and procedures for coordinating social media accounts. Other duties as assigned.