Administrative Assistant - Parks and Recreation

Parks And Recreation Administrative Support

Under the supervision of the Parks and Recreation Director, or their designee, is responsible for providing administrative support for a wide variety of department functions. Schedules and coordinates reservations for all county parks, assists the public with inquiries related to park activities, attends special events as directed, and assists in their preparation and planning. Responsible for day-to-day financial management and assists in monitoring the budget and preparing financial reports as requested.

Applications are accepted until there are sufficient numbers of qualified applications or a qualified candidate is identified. This position could close at any time.

Provides general administrative support to the Parks Director and staff. Receives all phone calls and visitors, processes all incoming and outgoing mail, assists in managing the department email box, and other duties as assigned. Responds to requests for general information.

Manages all park reservations and rentals. Collects reservation fees, communicates policies and procedures to individuals and groups, and coordinates site requirements for guests. Confirms reservations and contracts.

Responsible for department financial management, including accounts payable and receivable. Creates purchase orders, processes invoices for payment, prepares and submits deposits to the County Treasurer. Reviews all bills for accuracy, assigns account numbers, and ensures payment is made.

Assists with the onboarding of Seasonal Staff and helps to process their payroll timesheet documentation.

Assists the Director in the maintenance of the budget and financial reports, tracks expenditures, submits vouchers for payment, maintains financial records, and assists with other financial management processes. Monitors expenditures throughout the fiscal year to maintain approved budgets and prepares monthly and annual reports of expenditures as requested.

Assists in the preparation, planning, and management of special events and events involving the Recreation Trailer Works, to include attending (working), as directed by the Recreation and Events Coordinator and/or the Parks Director.

Works with the Recreation and Events Coordinator in the management of the Parks Department social media, website management, and newsletter and brochure publications.

Establishes and maintains departmental records systems. Provides general administrative support to the Department.

Must be able to work on-site at the Parks and Recreation Department offices.

Imaging Department documents, as needed. Performs other duties as assigned. This list may not be inclusive of the total scope of job functions to be performed. Duties and responsibilities may be added, deleted or modified at any time.

Education and Experience:

• Possession of a High School diploma or equivalent.
• One year of experience in an office setting, including accounting, and experience with Microsoft Office applications.
• Prefer advanced coursework in accounting, data processing, public relations, and related areas.
• Strong customer service skills.

Other Requirements:

• Data entry experience with a high level of proficiency and accuracy required.
• Working knowledge of MS Office Suite.
• Working knowledge of social media applications.
• Must possess and maintain a valid Michigan driver's license.

FLSA Status:
Non-exempt. The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.

Physical Requirements:

This job requires the ability to perform these essential functions contained in this description. These include, but are not limited to, the following requirements. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements:

• Ability to access departmental files.
• Ability to enter and retrieve information from computer.
• Ability to access the various locations of the parks.
• Ability to lift and move boxes of supplies and promotional material weighing up to 40 lbs.

Working Conditions:

Typically works in office conditions but attends events at parks and other sites.