LTE Administrative Assistant 3 Facilities & Parks

Final date to receive applications:

Job Type: County

This position supports the Facilities & Parks Department by performing advanced administrative, accounting, and coordination duties that ensure the efficient operation of departmental functions. The role requires independent judgment, technical competence, and strong communication skills to facilitate office operations, support fiscal accountability, and manage service interactions with internal and external stakeholders.

• Coordinates and oversees departmental administrative functions, ensuring continuity and efficiency across office operations and public interactions.
• Prepares, processes, and tracks financial transactions, including purchase requisitions, invoices, online payments, deposits, disbursements, and internal chargebacks for a complex departmental budget.
• Manages contracts and service agreements for building equipment and park facilities; ensures timely renewals, signatures, and performance tracking.
• Coordinates the processing of citations and ordinance violations in collaboration with Corporation Counsel.
• Serves as department liaison to internal departments and external partners, including seven (7) snowmobile clubs for the Snowmobile Automated Reporting System (SNARS) electronic trail program, providing annual recordkeeping and communication.
• Tracks and supports grant applications and reimbursement processes, including financial documentation and close-out reporting.
• Coordinates reservation scheduling for park facilities and spaces, and provides public-facing customer service and logistical coordination.
• Maintains and updates department webpages, including content for the Facilities & Parks Department and the Door County Fair.
• Provides direction and guidance to limited-term employees in seasonal onboarding and procedural compliance related to park reservations and ordinance enforcement.
• Organizes department records systems, including capital project files, financial records, and personnel onboarding documentation.
• Drafts correspondence, prepares reports, processes lease and rental agreements, and creates departmental forms and publications.
• Maintains inventory and procurement for department supplies, equipment, and promotional materials.

• Financial Administration:
  Accurately manages complex accounting activities using financial software and county systems.
• Contract & Grant Coordination:
  Tracks deadlines, ensures compliance, and facilitates documentation for external agreements.
• Communication:
  Clearly conveys technical and procedural information to staff, the public, and partnering organizations.
• Customer Service:
  Responds effectively to inquiries and issues with professionalism and a service-oriented approach.
• Information Management:
  Maintains organized and confidential records and ensures data accuracy across systems.
• Problem Solving:
  Addresses service or administrative issues independently within established guidelines.
• Technical Proficiency:
  Utilizes Microsoft Office, departmental databases, and office equipment efficiently.
• Collaboration:
  
  Builds productive relationships with coworkers, leadership, and community partners.

• Associate degree in office management, business, accounting, or a related field.
• Equivalent combinations of education and experience may be considered.
• At least two (2) years of progressive clerical and administrative experience.
• Ability to type at least 45 words per minute, verified by a standard keyboard test.
• At least two (2) years of experience using Microsoft Office and financial software systems.

• Experience in public sector accounting or municipal operations.
• Familiarity with grant management and contract administration.
• Experience with online data management and reporting systems.
• Website content management experience.

Work is performed primarily in a standard office environment with minimal discomfort from temperature, noise, or dust. Frequent use of computers, telephones, and standard office equipment is required. The position involves sitting for…