Administrative Assistant and Natural Resource Analyst

Administrative Assistant And Natural Resources Analyst

Pay Range: $30.36- 38.80

Position Summary: The Administrative Assistant and Natural Resources Analyst supports the Ozaukee County Planning and Parks Department by managing administrative tasks, financial processes, marketing, communication and providing staff support while delivering exceptional public customer services. This role provides technical and administrative support to the Director, Golf Course Superintendent, Parks Superintendent, Program Manager, Civil Engineer – Water Resources, Senior Planner, and Conservation Biologists. The position requires experience in financial systems, database management, marketing, and public customer service, communications and outreach to advance the Department's mission.

Financial Management: 25%

• Manage and process Department purchases, invoices, and deposits (accounts receivable and accounts payable) using County finance systems. Coordinate with the Finance Department.
• Review and verify invoices for accuracy and potential savings.
• Coordinate with vendors and service providers on account setup, orders and billing.
• Maintain and reconcile Department checking accounts and deposits with the Finance Department.
• Prepare journal entries, fund transfers, and draft purchase orders.
• Generate and analyze financial reports and assist in refining financial and reservation systems to improve efficiency and revenue.
• Maintain inventory of Department assets and coordinate with Finance Department for insurance purposes.

Administrative and Technical Support: 25%

• Provide general administrative support to all Department Divisions and professional staff.
• Organize and coordinate office activities and manage storage areas, historical files, materials, supplies and inventories including photos of facilities, vehicles and equipment.
• Manage digital and physical filing systems and instruct new staff on Department systems and procedures.
• Serve as Department database manager, program and design spreadsheets, compile, analyze and report on statistical data, create mailing lists.
• Prepare minutes, materials and reports (technical, financial and narrative) for various Boards and Committees including the County Board, Natural Resources Committee, Comprehensive Planning Board, Ozaukee Interurban Trail Advisory Council and other ad-hoc committees, boards and councils.
• Prepare, manage and organize office correspondence including grant items, bids and proposals, letters, agreements, ordinances, policies and legal notices.
• Track and report on benchmarks, measures, milestones, outcomes and metrics for the County Board, County Committees, the Department, and for multiple grants and projects.
• Provide technical and administrative assistance for implementation and management of grant-supported projects including WDNR Snowmobile Trails Maintenance grants and coordination with grant and project partners.
• Assist with environmental data organization, management, and analysis.
• Assist with permit applications for various federal, state, local, non-governmental and private agencies and organizations.
• Assist with communications, reporting and tracking of partner, scout and community projects, and public participation

Public & Customer Service: 25%

• Serve as the Department's primary point of contact and staff the office for public inquiries via phone, email, mail, and in person.
• Develop and provide accurate information on Department programs, services and facilities, FAQ sheets and other summaries.
• Retrieve and maintain resources available to the public including electronic and hard copy documents, contracts, permits, and educational resources.
• Manage the Department's reservation system and inquiries regarding reservations of the facilities and grounds.

Marketing, Communications and Outreach: 20%

• Coordinate marketing and communications for Department programs and projects.
• Prepare updates and manage regular and routine website updates, social media, e-newsletters, and outreach materials.
• Design posters, brochures, graphics, and other educational and promotional materials.
• Support and coordinate fundraising, donations, and gift card sales initiatives.
• Represent the Department at community and education and outreach events and conduct outreach to residents, local governments and partner organizations.
• Supports the NOAA Wisconsin Shipwreck Coast National Marine Sanctuary and other tourism and cultural heritage initiatives through planning, mapping, outreach, and interagency coordination.
• Contributes to marketing and communication efforts that highlight Ozaukee County's parks, trails, waterways, natural resources, and cultural attractions.

Other Duties – 5%

• Perform other duties in support of the Department's mission as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. Education and Experience: 1-3 years of progressively responsible work experience in and/or knowledge of public administration, business, finance, marketing and communications, graphic design, environmental management / science, planning, or a closely related field. Bachelor's degree required, master's degree preferred. Driver's license required. Knowledge, Skills, and Abilities:

• Customer Service Excellence: Deliver exceptional customer/user experiences, addressing inquiries and resolving complaints with professionalism and courtesy.
• Interpersonal Communication: Communicate effectively, both verbally and in writing, with customers, staff, government agencies, non-profits, community groups, committees, and County Board Supervisors.
• Conflict Resolution: Handle customer/user and team disputes with empathy, diplomacy, and fairness.
• Financial Management: Understand budgeting, revenue tracking, inventory, cost control, purchasing, contracts, and service agreements.
• Marketing Knowledge: Apply local marketing strategies and event planning to service the public on Department activities, projects and events. Knowledge of graphical software use desirable.
• Compliance Awareness: Maintain knowledge of safety regulations, labor laws, and company policies to ensure adherence and confidentiality.
• Adaptability: Manage flexible hours and prioritize tasks in a dynamic, customer-facing environment with tight timelines and deadlines.
• Emotional Intelligence: Build rapport, understand customer/user and team needs, and maintain a professional demeanor.
• Technical Proficiency: Demonstrate excellent computer skills, including familiarity with email, internet, fax, and website, credit card processing, PayPal, graphical software (e.g. Canva, Adobe) and Mailchimp (or other email distribution / newsletters).
• Attention to Detail: Ensure accuracy in operations, reporting, and system management.
• Relationship Building: Establish and maintain effective working relationships with diverse groups, including the public, interest groups, and non-profit organizations.
• Data Analysis and Problem-Solving: Analyze complex data, evaluate systems, make implementation recommendations, and solve problems efficiently in a collaborative team environment. Analyze data to provide summaries for Director to be used in Committee and County Board reporting.
• Project and Time Management: Manage projects, research data, prioritize tasks, and work independently with minimal supervision.

Other Knowledge, Skills and Abilities:

• Strong knowledge of office management systems, financial processes, and database management.
• Proficiency in accounting, purchasing, invoicing, deposits, accounts receivable and payable, and financial reporting/software
• Experience with or ability to learn financial software for accounts receivable and payable.
• Excellent administrative, grant writing, and data analysis skills.
• Strong computer skills with Microsoft Office Suite and ability to learn new systems.
• Effective written and verbal communication; strong attention to detail and organization.
• Experience in marketing, graphic design, public education and outreach and community engagement.
• Knowledge of environmental science, parks and recreation management, and local regulations.
• Ability to manage multiple projects, prioritize tasks, and meet deadlines.
• Ability to work professionally and collaboratively in a team environment and independently with minimal supervision.
• Knowledge of State of Wisconsin hunting, fishing and snowmobile regulations.
• Working knowledge of and the ability to work with government agencies, boards, councils, committees, park user groups (e.g., disc golf, tennis, pickleball), friend's groups, other community groups and non-profit organizations.
• Supplies management and inventory control.
• Working knowledge of purchasing, contracts, and service agreements.
• Excellent customer service skills, professionalism and the ability to work with the general public and staff establishing and maintaining effective working relationships.
• Ability to implement a project, including evaluation, design, communication and training.
• Ability to teach and train staff, particularly interns.