Administrative Assistant - Parks and Recreation

Eaton County•Grand Ledge, MI

1d•Onsite

About The Position

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. This position could close at any time.

Requirements

Possession of a High School diploma or equivalent.
One year of experience in an office setting, including accounting, and experience with Microsoft Office applications.
Strong customer service skills.
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.

Nice To Haves

Advanced coursework in accounting, data processing, public relations, and related areas.

Responsibilities

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.
Responsible for managing 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.