FULL TIME ADMINISTRATIVE ASSISTANT

Reception and Public Services .70%

• Greet visitors entering location (Fellows Riverside Gardens, Ford Nature Center, Administrative Office, Wick Recreation Center)
• Manage in person, email or phone inquiries made by the general public; transfer calls as appropriate and/or take accurate messages and relay to appropriate parties
• Assist visitors by making rental reservations and completing class or program registrations, taking payments and providing necessary paperwork
• Resolve visitor issues and respond appropriately to complaints
• Ensure deposits are returned in a timely manner
• Share site information and provide brochures, maps and directions
• Create daily and weekly reports
• Ensure that all organizational policies, procedures and safety practices are followed
• Act as liaison between Mill Creek MetroParks and the Emerge Reservation System
• Open and secure assigned location as scheduled
• Provide tours and facility descriptions to potential renters

Administrative Duties 20%

• Manage rental policy and procedures, recommending updates to administration for board approval as necessary
• Distribute daily incoming and outgoing mail
• Assist in keeping accurate departmental records and record storage
• Maintain and update memos, forms and other administration documents
• Perform administrative and clerical duties as requested by administrative staff
• Assist with budgeting, purchase orders, tracking inventory and organizing merchandise
• Maintain office supply inventories including pens, paper, stamps etc.
• Ensure common areas remain organized and free of clutter
• Create and maintain various spreadsheets and reports to assist with facility rental strategies
• Troubleshoot basic issues, submit service requests and contact IT as necessary

Departmental Functions 10%

• Provide intra-departmental support as needed
• Keep supervisors informed of essential issues and report disturbance to proper authorities
• Assist with preparation of the Annual Plan of Operations and Annual Budget
• Maintain a positive appearance in the eyes of the public at all times
• Maintain high level of confidentiality in all department business
• Perform additional duties as assigned

Essential Knowledge, Abilities and Skills

• Must be available to work weekends and special events as scheduled
• Must be able to maintain a continuous positive attitude and professional appearance
• Regular and predictable attendance
• Knowledge of governmental structure and processes relating to MetroParks operation including Board bylaws, policies and procedures, Ohio Revised Code, etc.
• Working knowledge of reservation systems
• Must possess proficient technological skills and abilities including the operation of standard computer equipment, software, fax/copier and smart phone capabilities
• Ability to accurately type and proofread documents
• Ability to operate a multi-line phone system
• Excellent customer service skills, including the ability to communicate clearly and effectively to a wide variety of audiences in both verbal and written form

Education/Qualifications

• An associate’s degree in secretarial studies, business management or related field preferred
• Minimum of three (3) years demonstrated experience in an office or retail environment
• Must possess and be able to maintain a valid Driver's License
• Certified Notary of Public or ability to obtain Notary Public License

Physical Requirements Necessary to Perform Job Functions

• Ability to walk, traverse or otherwise access/monitor all areas of the MetroParks
• Ability to stand, sit, bend or stoop for extended periods of time
• Regular and predictable attendance
• Must be physically able to perform all tasks inherent to position
• Ability to travel by car to all MetroParks locations
• Ability to clearly and effectively communicate orally and in writing to a wide variety of audiences
• Hand dexterity, ability to pull, push, type, reach and grab freely
• Ability to sit and use computer workstation, including keyboard and visual display terminal, for extended periods of time.

Job Requirement

Events may require working evenings, weekends, holidays or other times outside of what is considered a normal schedule.

The duties and responsibilities listed are not set forth for the purpose of limiting the assignment of work. They are not to be construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside an employee's normal line of work. Mill Creek MetroParks expressly reserves the right to add to, detract from, modify or eliminate any of the above provisions in its sole discretion.