Office Associate - Parks

Job Description

JOB DESCRIPTION

Title:

Office Associate

Pay Grade:

55

Department:

County Parks

FLSA Status:

Non-Exempt

Reports To:

Parks Director

Revision Date:

6/10/24

POSITION SUMMARY

This 20 hour/week position provides administrative and clerical support of the County Parks department.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. However, they are not to be construed as exclusive or all–inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.

Provides customer service to internal and external customers; greets, receives, and screens visitors and customers; addresses and resolves customer questions as able and refers complex inquiries, requests, or complaints to appropriate staff.

Enters, scans, updates, and maintains information in spreadsheets, databases, and reports.

Maintains electronic, paper filing, and record systems to provide easy access to records and information; provides retention of records as required by Department and County policies.

Sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail.

Composes routine correspondence; proofreads and edits documents.

Performs cash and credit card transactions for customers.

Balances cash in drawers, deposits funds in vault, balances funds, accounts and books.

Performs bookkeeping functions including account statements and daily deposits; issues refunds, receipts, posts, and records payments.

Debits, credits, and totals accounts on computer spreadsheets and databases, using specialized accounting software.

Tracks and reports CFAP on a monthly basis.

Schedules building and shelter rentals within the Park system.

Assists with the purchasing of supplies.

Assists in the creation of County Parks brochures.

Assists in maintaining the Park’s social media presence and web page updates.

Conducts special projects for the department.

Provides assistance and support to other team members as needed.

Other duties as assigned.

MINIMUM REQUIRED QUALIFICATIONS

Associate's degree or equivalent from an accredited college and one (1) year of general administrative office experience.

CPR/First Aid certification required within timeframe specified by the County.

SUPERVISORY RELATIONSHIPS

Works under the supervision of the Parks Director. Employee may need to occasionally choose from defined alternatives to resolve problems but consults with the Parks Director on matters not covered by guidelines. Incumbent has no supervisory responsibilities.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of administrative policies and procedures of the County.

Knowledge of current office practices and procedures consistent for this position.

Knowledge of computer software consistent for this position.

Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.

Skill in accounting and accounts payable/receivable practices, procedures and methods.

Skill in researching and understanding complex written materials.

Skill in analyzing complex administrative information and issues, defining problems and evaluating alternatives, and recommending methods, procedures, and techniques for resolution of issues.

Ability to establish and maintain accurate records of assigned activities and operations.

Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.

Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.

Ability to think quickly, maintain self-control, and adapt to stressful situations.

Ability to perform mathematical calculations required of this position.

Ability to communicate clearly, concisely and effectively in English in both written and verbal form.

Ability to prepare and maintain accurate and concise records and reports.

Ability to analyze facts and to exercise sound judgment in arriving at conclusions.

Ability to apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations.

Ability to maintain professionalism at all times.

Ability to maintain effective working relationships with individuals within and outside the organization.

Ability to maintain confidentiality and discretion regarding business-related files, reports and conversations, within the provision of Freedom of Information Act and other applicable State and Federal statutes and regulations.

Ability to work the allocated hours of the position and respond after hours as needed.

PHYSICAL AND WORK ENVIRONMENT

The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor.

Essential Physical Functions of the position are provided in the Functional Job Analysis Attachment.

Ability to observe details at close range.

Communication is required for expressing or exchanging ideas so others understand.

Work is occasionally exposed to outside weather conditions and may be exposed to animals and vehicle traffic.

Work is performed indoors and outdoors.

Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

EMPLOYEE ACKNOWLEDGMENT

I have received, reviewed and fully understand this job description. I further understand that I am responsible for the satisfactory execution of the essential functions as well as skills and abilities described therein. Furthermore, I understand this document will change over time, as necessary. From time to time, I understand I may be asked to perform duties and handle responsibilities that are not specifically addressed in my job description. I understand that this does not constitute an employment agreement.

Part-time