Administrative Assistant

Position Description

Duties/Responsibilities

To perform this job successfully, an individual must perform essential duties to expected performance standards. Reasonable accommodations are made as required for persons with disabilities as defined under the Americans with Disabilities Act.

• Performs various administrative duties in support of assigned area(s) operations.
• Maintains various records and prepares reports. Enter data onto recordkeeping systems and prepares reports pertinent to and in support of the Agency's operations.
• Maintain effective public relations with park visitors, general public, and others by providing information and answering questions.
• Provide assistance and support to staff in planning and implementing projects, activities, programs and other responsibilities.
• Provides input on internal processes to create a smooth workflow process for administrative tasks.
• Conducts research as assigned and prepares reports upon to assist in the management decision making process.
• Maintains confidentiality of confidential or sensitive records and information.
• Works assigned schedule, exhibits regular and punctual attendance and works outside of normal schedule as required.
• Processes bills and invoices for payment; and prepares and transmits a variety of financial documents and maintains record of financial transactions. In collaboration with accounts payable communicates with vendors to resolve errors and discrepancies.
• Maintain asset records. Enters new items purchased or donated, as well as labels assets.
• Works with user groups and event committees with detailed knowledge of facilities to assist with processing event permits, insurance requirements, maps and other related documents.
• Serves as a liaison with other departments and outside agencies and explains policies when necessary.
• Maintains an internal department calendar of events, programs, meetings, rentals, trainings, staff vacations and functions.
• Enters and reviews data for the Task Analysis and cost of service spreadsheets. Updates and maintains the Park and Conservation SharePoint site including creating new lists, documents, calendars, and making other web changes.
• Assists in preparation and analysis of annual budget for the Operations functional area, including compiling data, making revenue projections; monitors and tracks expenditures monthly. Assists with maintaining equipment and vehicles for Operations in the Asset Management System.
• Performs procurement, bidding and bid tabulations, and works with vendors for the purchase of equipment, uniforms, supplies, and printing services under established guidelines.
• Provides service to the public by responding to questions, offering assistance, and providing information. Collaborates internally, within, and across departmental boundaries, to provide information and service to others in the organization to contribute to the effective operation of the agency and all staff.
• Performs other duties as assigned.

Minimum Qualifications

Additional Information