ADMINISTRATIVE ASSISTANT - PARKS

This position provides administrative support to the Parks Director by overseeing and coordinating office operations and performing clerical duties including, but not limited to, financial record keeping, preparing and understanding documents, policies, procedures and processes, and reporting activities for the Parks Department. The Parks Department includes the following divisions: Parks, Landscape Operations (Forestry, Cemetery), Revenue Facilities and Senior Services.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Parks Department Functions and Programs (35%): Assist with Pollock Community Water Park computerized admission and season pass program, boat launch payment kiosk program, online shelter reservation program and other various department software programs. Schedule park shelter rentals. Issue various licenses, keys etc., as necessary for rentals. Coordinate the Miller’s Bay boat mooring program and sale of annual boat launch passes. Assist with creation of marketing materials for parks programs and events. Assist with completing grant applications and Tree City USA documentation. Explain policies, procedures and instructions in response to inquiries from park patrons, department employees, other co-workers and the public.

• Customer Service (25%): Provide superior customer service to members of the public and other City employees in person, over the phone and via email. Answer central telephone system. Greet public and answer questions. Respond to inquiries from employees, citizens and others. Screen callers, transfer calls or take messages as appropriate.

• Administrative and Payroll Duties (15%): Coordinate the office operations of the Parks Department. Develop and maintain office forms and procedures, and assist with administrative tasks involving personnel, strategic planning and facilities. Prepare payroll records and maintain attendance records. Prepare and monitor work orders and requests for service. Maintain permit and inspection requirements for all amusement rides, and permits for the Menominee Park Zoo and urban wildlife abatement programs. Process and distribute mail. Maintain confidentiality. Maintain files. Collect and record data of Parks Department activities and operations on a periodic basis. Prepare agendas and supporting materials. Prepare and distribute meeting agendas and reports. Record, transcribe and distribute meeting minutes. Provide backup to other related positions as needed.

• Budgets and Financial Recordkeeping (15%): Prepare annual financial reports. Maintain financial records for all revenue funds, including receipt of revenues, processing invoices, monitoring expenditures and receipt of payments, and post to appropriate accounts. Assist in setting up, closing and amending accounts. Work closely with Purchasing, Accounting and Collections Divisions to ensure proper reconciliation of all monetary transactions. Assist in preparing Parks Department budgets. Assist with administrative tasks involving budgets.

• Assist Other Department Personnel (10%): Assist Cemetery with appointments and burial related issues when necessary. Schedule appointments, register personnel for conferences and seminars, and make travel arrangements and itineraries.

• Perform other duties as assigned.

REQUIRED MINIMUM QUALIFICATIONS

Education and Experience:

• Associate’s or Vocational Degree from an Administrative Assistant, Business, Accounting or a related program. Bachelor’s Degree is preferred.
• Three (3) to five (5) years of experience in performing secretarial and administrative work of a progressively responsible and difficult nature.

Knowledge, Skills and Abilities:

• Knowledge of record keeping, bookkeeping and general office practices and procedures.
• Basic knowledge of accounting principles and practices.
• Thorough knowledge of payroll, budgeting, and purchasing procedures.
• Considerable working knowledge of Excel, Word and other Microsoft Office applications.
• Ability to keep accurate financial records and prepare reports.
• Ability to work without direct supervision and to make recommendations based on sound independent judgment.
• Ability to learn departmental programs, operations and policy with respect to general functions performed.
• Ability to establish and maintain effective working relationships with other employees and the public, and to communicate with courtesy and tact.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, procedure manuals, governmental regulations and forms, and a variety of advisory data and information.
• Ability to write reports and correspondence.
• Ability to effectively communicate both verbally and in writing.
• Ability to perform duties accurately and to meet deadlines.
• Ability to maintain sensitive and confidential public and departmental information and contacts.
• Strong ability to maintain office records, compile difficult or complex data, and to prepare accurate records.
• Ability to coordinate multiple projects.
• Ability to handle stressful situations.

In evaluating candidates for this position, the City may consider a combination of education, training and experience which provides the necessary knowledge, skills and abilities to perform the essential duties of the position.

TOOLS AND EQUIPMENT USED

Standard office equipment such as personal computers, printers, scanner, telephone, fax machine, calculator and copy machine.

PHYSICAL DEMANDS

The physical demands described in this position description are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the essential functions of this job, the employee is frequently required to sit, talk and hear. The employee is occasionally required to walk, use hands and fingers to handle objects and operate tools or controls, and to reach with hands or arms. The employee must occasionally lift and/or move up to 25 pounds.

Specific vision abilities required of this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described in this position description are representative of those an employee encounters while performing the essential functions of this job.

Work is mainly performed indoors in an office environment. The noise level in the work environment is moderately quiet.

SELECTION GUIDELINES

Formal application, rating of education and experience, oral interviews, background and reference checks, and job-related tests may be required.

The duties listed in this position description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similar, related or a logical assignment to the position.

The position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.