Administrative Office Coordinator - Parks Department

Ingham County•Mason, MI

5h•Hybrid

About The Position

Under the supervision of the Director of Parks, this role provides managerial and administrative tasks while assisting with the monitoring of departmental and Park Commission processes and projects. The position is responsible for supervising full-time and seasonal staff, serving as the departmental communication liaison, and prioritizing incoming requests. Key duties include composing correspondence and reports for the Director’s signature, ensuring appropriate actions and deadlines are met, scheduling meetings, managing administrative calendars, and compiling data into summary reports and documents. The role also involves processing confidential information, serving on interview panels, and reviewing and maintaining competitive vendor contracts.

Requirements

A minimum of a Bachelor’s Degree is required.
A minimum of 3 years of experience in an administrative support role is required.
Demonstrates effective communication skills by engaging, interacting and working with all individuals to ensure clarity and understanding in all interactions.

Responsibilities

Supervises and directs full-time and seasonal employees engaged in administrative support of all park operations.
Participates in the employment process, schedules work, orients and trains employees, and is responsible for employee discipline.
Advises and discusses performance problems of staff with Parks Director.
Processes confidential paperwork for staff regarding personnel issues.
Helps evaluate current processes and makes recommendations to update and improve policies and procedures.
Responsible for the administration of the Revenue Management System, including providing training and support to departmental users, making templates, taking reservations, and running reports.
Oversees administrative budget and assists with the department’s budget process, monitors expenditures, and advises management regarding funding allocations.
Works closely with the Parks Director to identify alternate funding sources and provides financial analysis for strategic planning.
Oversees and prepares journal entries to adjust the general ledger as needed.
Supervises and manages Special Events and Day Camps, including planning aspects such as advertising, registration, distributing information, ensuring insurance requirements are met, and collecting payments.
Posts events to the Parks website.
Provides administrative support to the department and the Parks Commission, including setting up and composing correspondences, writing resolutions, processing reports, developing and preparing the annual report, surveys, Board of Commission and Park Commission packets, and other documents.
Proofreads and edits documents and submits resolutions upon approval from the Director.
Assists in the coordination of preparation of grant applications, collects, analyzes, and reports data for grant applications and programs, and performs other grant administration tasks.
Works with County legal to request contracts to be drafted and assists in gathering information and writing resolutions to authorize contracts.
Works with Budget to set up accounts.
Responsible for data collection for grants, reports, charts, strategic planning, and projects.
Provides staff with preliminary background information as requested.
Compiles large amounts of data into concise reports and charts.
Monitors publications on topics related to departmental activity and composes summary updates for staff review.
Screens and prioritizes incoming visitors and telephone calls, responds to general questions, and handles initial complaints and problems.
Serves as the Department Head’s communication liaison to other Department Heads, vendors, the Controller’s Office, and the Board of Commissioners.
Responsible for the Parks Department website, including adding, deleting, and changing information as necessary, and working with the IT Department on website updates.
Trains and assists Park Managers on editing website materials.
Schedules internal and external meetings, assists with meeting logistics (room, set-up, agendas, travel, amenities, AV equipment), and records, transcribes, and distributes meeting minutes.
Works with the Department Head to follow up on tasks assigned at meetings and monitors work projects and deadlines.
May attend meetings in-lieu of the Department Head or other staff when scheduling conflicts occur.
Performs various accounting functions, including verifying invoices, processing payments, receipting payments, and reconciling statements.
Responsible for tracking and checking out change funds to field and administrative staff.
Tracks departmental expenditures.
Organizes and processes inventories for supplies, furnishings, brochures, forms, and equipment.
Serves as the liaison for internal and external vendors, maintains records and receipts on office purchases and warranties, and reviews service contracts.
On behalf of the Department Head, responsible for securing services at the most competitive price.
Assists the Director of Parks and Deputy Director of Parks with various administrative functions such as purchasing, bid solicitation, and the development of operating procedures.
Oversees all reservations of rentals such as livery operations, inflatables, shelters, cross country skiing, snow tubing hills, annual passes, park patron and gift certificates.
Accounts for all monies collected and maintains records such as equipment and material inventory, employee attendance, car counts, and Soldans Dog Park key fob sales.
Serves as the point-of-sale administrator for the administrative office.
Responsible for maintenance and operation of the revenue management system, including training staff, maintaining sale item and rental inventory and user databases, generating financial reports, and troubleshooting technical issues.
Performs other duties as assigned.
Adheres to departmental standards in regard to confidentiality and other privacy issues.
Meets deadlines in a timely manner, changes focus on projects as needed, and multitasks.
Maintains dependable and regular attendance.
Handles stressful situations on an occasional basis.
Maintains excellent customer service during stressful situations.