Ottawa County, MI
Administrative Assistant II (Parks)
Ottawa County, MI, West Olive, Michigan, United States, 49460
Salary:
$24.04 - $31.25 Hourly
Location :
West Olive, MI
Job Type:
Full-Time
Job Number:
61650004
Department:
Parks and Recreation
Opening Date:
09/23/2024
Closing Date:
10/7/2024 5:00 PM Eastern
FLSA:
Exempt
Bargaining Unit:
Unclassified
Job Description
Under the supervision of the Parks and Recreation Director, provides administrative and secretarial support for the department. Provides records management, office administration services and budget, accounting support. Supervises office support employees and plans, delegates, and schedules clerical duties. Develops and implements office operating policies and procedures, administers assigned budgets, and ensures the provision of efficient and effective office support.
Essential Job Functions
The essential functions of this position include, but are not limited to, the following:Provides a variety of administrative and secretarial support services for the department, including serving as back up for all clerical and support staff functions.Administers policies and procedures for; participates in the selection and hiring of; provides training, schedules and work direction for; evaluates the performance of, and fulfills other supervisory functions for office support employees.Develops, maintains, modifies and implements office operating policies and procedures, to comply with national standards for park and recreation file maintenance practices and financial recording practices.Provides support and oversight of basic accounting and financial reporting including cashiering, daily balancing, and payable invoices, and ensures compliance with financial recording practices.Monitors activity for multiple budgets, grants, tracks and audits line-item expenditures against authorized and allocated funds, and assists with the preparation of budget adjustment requests and line-item transfers. Identifies potential issues and projects future year expenditures. Plays a support role in the budget drafting process and produces documentation for budget.Prepares agenda items, motions, minutes and resolutions for consideration by the Parks Commission, Board of Commissioners and committees thereof.Maintains the computerized Parks management software application, performing routine housekeeping functions, installing upgrades, troubleshooting operating problems, contacting the vendor help desk and applying vendor patches.Schedules a variety of meetings, secures meeting sites and ancillary services such as projection equipment, prepares and distributes agendas, and prepares and distributes other participant materials.Prepares a variety of documents, correspondence, contracts, financial reports, and presentation materials for the Director and other members of the department.Works with customers to resolve issues or complaints regarding the quality of service received and/or to respond to service requests requiring a more thorough knowledge of records, fee structures, processes and/or other aspects of the department's operations.Maintains the computerized parks management software application, performing routine software maintenance, upgrades, troubleshooting, communicating with the vendor help desk, and applying vendor patches.Assists with special projects by making calls, collecting and compiling information, checking on various potential sources of information, and providing related support assistance. Works with Department Heads and staff to obtain needed information.Performs other functions as assigned.Required Education, Training and Experience
Associates degree in business administration, accounting, or related area preferred, combined with four(4) years of progressively responsible office management, accounting, secretarial, or related administrative experience; or an equivalent combination of education and experience.
Additional Requirements and Information
REQUIRED KNOWLEDGE AND SKILLS:
Good working knowledge of office administration practices and principles.Working knowledge of supervisory practices and principles.Thorough working knowledge of word processing, spreadsheet, desktop publishing, graphics, presentation and database management applications software.Good working knowledge of fund accounting and budgeting practices and principles.Working knowledge of records management practices and principles.Fast and accurate keyboarding skills.Accurate mathematical skills.Excellent organizational skills and the ability to prioritize the workload.Excellent proofreading skills and attention to detail.Good and interpersonal and customer service skills, including good verbal and written communications skills.
PHYSICAL REQUIREMENTS:
Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.
WORKING CONDITIONS:
Work is performed in a normal office environment. Must be willing and able to work occasional weekend and evening shifts in order to accommodate scheduled park events.
Ottawa County is an Equal Opportunity Employer
Ottawa County offers a wide range of benefits to support you in your career. View the for more information.
The current Unclassified
The Ottawa County Universal Wage Scale
**Part-time benefitted positions will recieve prorated benefits.
$24.04 - $31.25 Hourly
Location :
West Olive, MI
Job Type:
Full-Time
Job Number:
61650004
Department:
Parks and Recreation
Opening Date:
09/23/2024
Closing Date:
10/7/2024 5:00 PM Eastern
FLSA:
Exempt
Bargaining Unit:
Unclassified
Job Description
Under the supervision of the Parks and Recreation Director, provides administrative and secretarial support for the department. Provides records management, office administration services and budget, accounting support. Supervises office support employees and plans, delegates, and schedules clerical duties. Develops and implements office operating policies and procedures, administers assigned budgets, and ensures the provision of efficient and effective office support.
Essential Job Functions
The essential functions of this position include, but are not limited to, the following:Provides a variety of administrative and secretarial support services for the department, including serving as back up for all clerical and support staff functions.Administers policies and procedures for; participates in the selection and hiring of; provides training, schedules and work direction for; evaluates the performance of, and fulfills other supervisory functions for office support employees.Develops, maintains, modifies and implements office operating policies and procedures, to comply with national standards for park and recreation file maintenance practices and financial recording practices.Provides support and oversight of basic accounting and financial reporting including cashiering, daily balancing, and payable invoices, and ensures compliance with financial recording practices.Monitors activity for multiple budgets, grants, tracks and audits line-item expenditures against authorized and allocated funds, and assists with the preparation of budget adjustment requests and line-item transfers. Identifies potential issues and projects future year expenditures. Plays a support role in the budget drafting process and produces documentation for budget.Prepares agenda items, motions, minutes and resolutions for consideration by the Parks Commission, Board of Commissioners and committees thereof.Maintains the computerized Parks management software application, performing routine housekeeping functions, installing upgrades, troubleshooting operating problems, contacting the vendor help desk and applying vendor patches.Schedules a variety of meetings, secures meeting sites and ancillary services such as projection equipment, prepares and distributes agendas, and prepares and distributes other participant materials.Prepares a variety of documents, correspondence, contracts, financial reports, and presentation materials for the Director and other members of the department.Works with customers to resolve issues or complaints regarding the quality of service received and/or to respond to service requests requiring a more thorough knowledge of records, fee structures, processes and/or other aspects of the department's operations.Maintains the computerized parks management software application, performing routine software maintenance, upgrades, troubleshooting, communicating with the vendor help desk, and applying vendor patches.Assists with special projects by making calls, collecting and compiling information, checking on various potential sources of information, and providing related support assistance. Works with Department Heads and staff to obtain needed information.Performs other functions as assigned.Required Education, Training and Experience
Associates degree in business administration, accounting, or related area preferred, combined with four(4) years of progressively responsible office management, accounting, secretarial, or related administrative experience; or an equivalent combination of education and experience.
Additional Requirements and Information
REQUIRED KNOWLEDGE AND SKILLS:
Good working knowledge of office administration practices and principles.Working knowledge of supervisory practices and principles.Thorough working knowledge of word processing, spreadsheet, desktop publishing, graphics, presentation and database management applications software.Good working knowledge of fund accounting and budgeting practices and principles.Working knowledge of records management practices and principles.Fast and accurate keyboarding skills.Accurate mathematical skills.Excellent organizational skills and the ability to prioritize the workload.Excellent proofreading skills and attention to detail.Good and interpersonal and customer service skills, including good verbal and written communications skills.
PHYSICAL REQUIREMENTS:
Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.
WORKING CONDITIONS:
Work is performed in a normal office environment. Must be willing and able to work occasional weekend and evening shifts in order to accommodate scheduled park events.
Ottawa County is an Equal Opportunity Employer
Ottawa County offers a wide range of benefits to support you in your career. View the for more information.
The current Unclassified
The Ottawa County Universal Wage Scale
**Part-time benefitted positions will recieve prorated benefits.