What are the responsibilities and job description for the Parks Office Support (LTE) position at Brown County?
Our Park Office Support (LTE) position runs from March through September typically but may extend year-round with no more than 32 hours weekly and performs a variety of clerical and basic organizational duties. With 18 parks encompassing 3,100 acres in Brown County, this position is our communication hub to customers and parks users often being the first impression of our department. The position is for a person that loves the outdoors and enjoys exploring and learning about parks. Someone that uses their outdoor exploration, camping, trail hikes, etc. and enjoyment from this that lends to their ability to properly assist our customers in answering their questions, selling passes, and completes shelter bookings. It is for someone that understands that their role with Brown County Parks is to create a trustworthy atmosphere to provide customers and visitors with the exact information they need right at the time they need it.
The ideal candidate for this position will bring a diverse office skills set to complement the on-the-job training we provide with both Cisco Phones and RecTrac reservation software system.
Why work for Brown County Parks? This position is set up to simply provide you with a strong sense of accomplishment as well as an array of experience useful for future employment in a variety of fields. Work done as a County Parks public servant is diverse and shows that you have a sense of duty that innately urges you to go the extra mile and to value your own integrity. It shows a level of respect that Brown County Parks prides itself on being a part of as you develop organization, communication, and time management skills that are transferrable to a variety of fields.
- Acts as a receptionist that is responsible for all front counter duties such as greeting customers and visitors with a positive, helpful attitude.
- Answers phones to assist our customers in shelter rentals, general parks inquiries, and selling of passes and permits.
- Assists colleagues with a with a variety of administrative tasks including copying, faxing, filing, sorting, organizing, proofing, etc.
- Supplies accurate information regarding general inquiries, departmental rules, regulations and policies, describing Park amenities, discussing trail distances, hours, permitted activities, etc.
- Returns voicemails in a prompt fashion and responds to “Contact Us” emails.
- Uses RecTrac (facility management software) to run calendars to check shelter availability, sell passes and permits, etc.
- Completes shelter reservations through RecTrac to include answering customer questions, verifies shelter availability, assures renters have a full understanding of their responsibilities and all rental policies, collects payments, receipts payments, etc.
- Assists in the administration of ticketed programs, camps, or special events to include accurately describing the activity, answers general inquiries, and explains related policies.
- Enters customer contact information into RecTrac software and accurately records, collects, and receipts payments.
- Assures accurate records are documented with examples being customer contact information, receipting of sales, pass and permit numbers sold, maintenance requests, lost and found, etc.
- Transcribes information into documents, letters, reports, press releases, or other general correspondence as needed.
- Prepares routine letters and informative notices to be mailed or emailed.
- Assures receipts, reports, customer surveys, etc. are kept organized.
- Counts and keeps an exact and orderly cash drawer.
- Assists in the preparation of new-hire packets, special event materials, report packets, camp rosters, flyers, etc.
- Assists in monitoring social media including Facebook, Instagram as well as Parks Department website to ensure information is informative and accurate.
- Assists in monitoring commercial event applications and prepares correspondences related to requests.
- Keeps an inventory of office supplies and notifies supervisor when items are needed.
- Assists in delivering and dispersing department mail.
- Collects information and details about refunds and gains proper approvals before issuing.
- Assists in the preparation of weekly deposits.
- Performs basic accounting, recording, and receipting of daily pass sales envelopes.
- Assists with a variety of office cleaning, dusting, mopping, vacuuming, window washing, etc. duties.
- Performs all other duties as required.
Education and Experience:
- Qualified applicants must be 18 years or older and have their High School Diploma. Experience in office work, public relations and customer care is preferred. An equivalent combination of education, training, and experience which supplies the necessary knowledge, skills, and abilities will receive full consideration.
Licenses and Certifications:
- Must have a valid Wisconsin Driver’s License.
- Knowledge of general office procedures.
- Knowledge of business English, spelling, and grammar.
- Knowledge of simple bookkeeping.
- Knowledge and ability to use a computer and the required software.
- Ability to type at a minimum rate of 50 net words per minute.
- Ability to make simple arithmetic calculations.
- Maintain consistent and punctual attendance.
- Must be capable of following directions and grasping new skills.
- Ability to learn about the parks system to include buildings that can be rented, specifics of shelters, passes and permits required and sold, trail conditions, directions to parks, campgrounds, hours, department special events, etc. and to use that information to accurately share with customers/visitors.
- Ability to maintain a positive attitude and professional demeanor to work well with the public, external agencies, and County staff using courtesy, tact, good judgment, and to respectfully represent the County and our Parks Department.
- Ability to guide customers and users to proper services.
- Ability to maintain professional office etiquette and demeanor.
- Ability to stay on task with considerable public contact and incoming calls.
- Ability to work self-sufficiently with no guidance or supervision and the initiative to seek work when projects are completed and run project ideas past staff before beginning.
- Ability to use County vehicles safely.
- Ability to maintain confidentiality of reports and sensitive communications.
- Ability to unlock, lock, and secure main Park’s office.
- Ability to budget and manage time to efficiently complete the day’s tasks/duties.
- Ability to follow established processes, procedures, and directions to further the mission and purpose of the Parks Department.