(Part-Time) Office Administrative Assistant

Job Title

Under the supervision of the Chief of Finance, work activities in this position provide administrative support to staff and departments within the Administrative Office to ensure efficient day-to-day operations. This role serves as a central resource, assisting with coordination, communication, recordkeeping, and general office functions across departments. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a collaborative environment.

Essential Duties

The list below is intended to describe the general nature of duties only. Employee shall perform other duties as assigned.

• Finance Support: Assist in the preparation of financial documents, reports, and basic accounting tasks (e.g., invoice tracking). Manage the calendar for the Chief of Finance, including coordinating meetings, events, and appointments. Type correspondence and memos on behalf of the Finance Department. Support data entry, tracking, and reporting in various systems and databases. Assist with procurement-related tasks, such as preparing purchase requests and tracking orders. Support HR administrative tasks as assigned (e.g., onboarding paperwork). Assist with special projects and cross-departmental initiatives as assigned. Ensure confidentiality of sensitive information and compliance with organizational policies.
• Office & Departmental Support: Perform a variety of clerical duties, both routine and complex, including greeting and assisting park visitors, responding to inquiries, and handling permit sales. Provide administrative support across multiple departments, including scheduling, document preparation, and correspondence. Maintain organized filing systems (electronic and paper) for records, reports, and documentation. Assist with meeting coordination, including preparing materials and taking minutes as needed. Coordinate and distribute incoming and outgoing mail and deliveries. Maintain office supplies inventory and place orders as needed.

Minimum Qualifications - P4

• High school diploma or equivalent required; Associate degree preferred.
• One (1) to three (3) years of administrative or office support experience.
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively across departments.
• Professional demeanor with strong customer service skills.
• Ability to maintain confidentiality and follow organizational policies.
• Ability to perform all essential duties of the position.

Minimum Qualifications P5

In addition to meeting the qualifications of the P4 level:

• Three (3) to five (5) years of progressively responsible administrative experience.
• Demonstrated ability to work independently with limited supervision.
• Experience supporting multiple departments, executive leadership, or complex administrative functions.
• Demonstrated experience coordinating projects, improving processes, or managing specialized administrative responsibilities.
• Advanced proficiency with Microsoft Office applications, databases, reporting tools, or other organizational systems.
• Demonstrated ability to exercise sound judgment, resolve administrative issues, and recommend solutions.
• Ability to provide guidance and support to other administrative staff or system users.

Tools and Equipment Used

Personal computer with word processing, spreadsheet, database, and publishing software; calculator; telephone system; fax machine; copier; and scanner.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee must frequently walk, sit, talk, hear, and use hands to handle, feel, or operate objects, tools, or controls, as well as reach with hands and arms. Specific vision requirements include close vision, color vision, and the ability to adjust focus. Occasionally, the employee may lift up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The work environment characteristics described are representative of those an employee encounters while performing the essential functions of the job. Work is generally performed in an office environment with a usually quiet noise level. Occasionally, the employee may work outdoors and be exposed to weather conditions, including heat, rain, and snow. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.