Administrative Assistant II (Parks)

Under the direction of the Parks and Recreation Director, manages the daily administrative operations of the Parks & Recreation Department and provides comprehensive administrative support to the Director and the Ottawa County Parks & Recreation Commission (OCPRC).

This position oversees governance workflows, OCPRC and Ottawa County Board of Commissioners (Board) action processes, departmental administrative systems, budget coordination, records management, and office operations to ensure high-quality service delivery, statutory compliance, and effective interaction with County leadership and external partners.

Exercises a high degree of independence, discretion, and judgment in matters involving Board actions, contracts, grants, capital initiatives, and policy implementation.

The essential functions of this position include, but are not limited to, the following:

1. Provides administrative support to the Parks Director, including calendar management, confidential correspondence, meeting coordination, preparation of briefing materials, and project management support.
2. Manages and coordinates the end-to-end workflow for OCPRC and Board action items, including preparation of agendas, motions, resolutions, contracts, grant documentation, legal routing, compliance with posting deadlines, and post-meeting follow-up actions.
3. Prepares, assembles, distributes, and posts meeting packets for the OCPRC and related committees in accordance with Open Meetings Act requirements and County policies.
4. Serves as liaison between OCPRC, the Board, Administration, Fiscal Services, Legal Counsel, Purchasing, and other County departments to coordinate contracts, land transactions, capital projects, and policy initiatives.
5. Assists with the development and implementation of office standard operating procedures to ensure efficient workflows and compliance with County administrative, financial, and records management standards.
6. Manages departmental records management systems, including digital and physical records, document retention, contract files, and governance documentation.
7. Provides support for accounting and financial functions including accounts payable/receivable coordination, invoice review, budget tracking, grant expenditure documentation, and support in the preparation and monitoring of departmental budgets.
8. Monitors activity for budgets and grants; tracks and audits expenditures against authorized allocations; assists with preparation of budget adjustments and transfers; identifies potential fiscal concerns.
9. Supervises office support staff as assigned, including participation in hiring, training, scheduling, work direction, and performance evaluation.
10. Creates, formats, and edits a variety of documents including contracts, financial reports, grant materials, Board memoranda, capital project documentation, and presentation materials.
11. Coordinates special projects for the Director involving cross-departmental collaboration, data compilation, research, and reporting.
12. Ensures compliance with statutory timelines, public meeting requirements, County procurement policies, and internal governance protocols.
13. Performs other duties as assigned.

Associate’s degree in public administration, business administration, accounting, or related field, combined with five (5) years of progressively responsible administrative or office management experience, including experience supporting leadership or governing boards; or an equivalent combination of education and experience. Bachelor’s degree preferred.

Public sector or board governance experience preferred.

Required Knowledge and Skills:

1. Thorough working knowledge of County legislative and governance processes.
2. Working knowledge of fund accounting and public budgeting practices.
3. Strong understanding of records management and statutory compliance requirements.
4. Ability to exercise independent judgment in matters involving Board actions and contractual obligations.
5. Excellent written and verbal communication skills.
6. High degree of discretion and confidentiality.
7. Strong organizational, analytical, and project coordination skills.
8. Proficiency in word processing, spreadsheet, database, and presentation software.

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.

Salary : $29 - $39