What are the responsibilities and job description for the Administrative Assistant, Parks Department position at Stearns County, MN?

Position Description

SALARY:

Hiring Rate: $24.12/hour

Full Salary Range: $24.12-$35.41/hour
Grade 13, Non-Exempt Position, Teamsters-General Unit

Our Mission: "Provide Exceptional Public Services to Assure a Safe, Healthy, Vibrant County for All"
Our Values: Professional | Approachable | Responsive | Collaborative | Fair & Equitable

Position Objective
To provide comprehensive clerical, technical, administrative, and customer service to the Department. Responsible for a variety of office support functions including communication and marketing in digital and print media, budget monitoring, tracking and analyzing data, agenda and meeting minutes management, and preparing information in various forms.

Essential Duties and Responsibilities
These examples do not include all possible responsibilities in this position and do not limit the assignment of related duties to this classification.

1. Responds to in-person, telephone, and email inquiries regarding park information; provides prompt and responsive customer service.

2. Manages the online reservation system and trains employees and the public on system use to provide efficient and effective public access to parks. Prepares and distributes reservation memos.

3. Manages, collects and reports park revenue. Processes Park fees, payments, and refunds into electronic accounting system to ensure accurate budget allocations.

4. Manages and issues department permits and parking violations; reviews and approves event and reservation applications.

5. Prepares agendas and takes minutes for a variety of meetings.

6. Designs and maintains the department’s web pages and SharePoint site.

7. Creates and updates brochures, event flyers, newsletters and press releases for website and social media to facilitate accurate and current public information.

8. Monitors online news, websites and social media to acquire up-to-date information and shares with department staff.

9. Prepares memos, statistical data, graphs, spreadsheets, reports, and transcriptions to provide accurate and updated department information.

10. Creates work orders, orders supplies, scans invoices, and maintains purchasing records utilizing electronic accounting system.

11. Monitors, records, and reports on maintenance labor hours.

12. Assists with training seasonal gatekeeper staff to ensure policies and procedures are followed.

13. Assists with preparing work schedules; schedules meetings and remote events for efficiency of department operations.

14. Maintains department budget; reviews invoices and account codes for accuracy, monitors purchasing cards, processes park fees, payments, and refunds into electronic accounting system to ensure accurate budget allocations and assists with annual budget preparation and reporting.

15. Assists with preparation of the departmental Annual Report to inform the public of department accomplishments.

16. Assists in the coordination of park sponsored events to facilitate successful events and programs.

17. Attends training and meetings to maintain knowledge of policy, software and process changes.

18. Attends work regularly and in a timely manner.

19. Performs other duties as assigned or apparent.

Minimum Qualifications and Desirable Knowledge, Skills and Abilities

Minimum Qualifications
In order to be considered for this position, applicants must possess the following:

High School graduate or equivalent
One year of post-secondary education and two years of progressively related clerical, administrative or customer service experience; OR four years of progressively related clerical, administrative or customer service experience

Experience using Microsoft Office or a similar computer software technology

Preferred Experience Beyond Minimum Qualifications:

Experience collecting fees, managing revenues and tracking invoices and expenses
Experience designing and maintaining websites and SharePoint sites
Experience creating and updating brochures, social media, flyers and newsletters
Experience with creating reports, graphs, presentations and professional documents
Experience taking accurate meeting minutes
Experience in public engagement

Desirable Knowledge, Skills and Abilities

1. Knowledge of standard office practices, procedures and technology.

2. Knowledge of English grammar, punctuation, and vocabulary.

3. Ability to organize and prioritize work in a timely manner.

4. Ability to operate office equipment.

5. Skilled in database and website management.

6. Ability to establish and maintain filing systems.

7. Ability to organize workload to efficiently meet multiple demands and deadlines.

8. Ability to effectively communicate verbally and in writing.

9. Ability to work successfully in both a team and independent setting.

10. Ability to respond to public inquiries in a professional, courteous, and helpful manner.

Accountabilities, Work Environment and Extent of Supervision or Guidance Provided

Accountabilities Shared By All Employees
1. Performs job responsibilities in a manner consistent with the County's mission and values.
2. Develops and maintains a thorough working knowledge of all department and County-wide policies, protocols and procedures that apply to the performance of this position.
3. Develops respectful and cooperative working relationships with co-workers.
4. Informs immediate supervisor of all important matters pertaining to assigned job responsibilities.
5. Seeks opportunities for further personal growth and development.
6. Represents the County in a professional manner to all internal and external contacts when doing the County's business.
7. Complies with all rules and policies in order to maintain a safe work environment.

Work Environment and Physical Demands
The primary responsibilities for this position will be performed approximately 95% of the time indoors and approximately 5% of the time outdoors. May require minimal travel and attendance at evening meetings. Will have infrequent exposure to health hazards and accidents; requires a low level of physical effort. All employees are required to reside within the state of Minnesota. Administrative Assistant, Parks Department, Functional Job Analysis

Extent of Supervision or Guidance Provided
Work is performed under the general supervision of the Parks Director.

Responsibility for Public Contact
Frequent.

Hours of Work, Testing and Interview Dates

Hours of Work
Normal work hours are 7:30 a.m. to 4:00 p.m., Monday through Friday; may include hours outside of normal work hours on occasion.

Interview Date
If you are selected to be interviewed for this position, interviews will be held on Tuesday, March 18, 2025. Invitations to interview will be sent to the email address listed on the job application and will be based upon an assessment of education and experience. A job specific background check and/or physical, drug and psychological exam may be required before appointment.

If you require special accommodations to participate in the Stearns County hiring process, please contact us at 320-656-3606.

Salary : $24 - $35

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Administrative Assistant, Parks Department

What are the responsibilities and job description for the Administrative Assistant, Parks Department position at Stearns County, MN?

Position Description

Minimum Qualifications and Desirable Knowledge, Skills and Abilities

Accountabilities, Work Environment and Extent of Supervision or Guidance Provided

Hours of Work, Testing and Interview Dates

What is the career path for a Administrative Assistant, Parks Department?

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