Position: Administrative Manager

Department: Parks

Work Schedule: Monday-Friday, 8:00am – 4:30pm, and variable and/or with early morning, or occasional evening and weekend work depending on park events, board meetings and programs.

Status: Full-time

FLSA Status: Exempt

Salary: $50,000

Job Category:

Date Written August 2024

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. St. Joseph County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless those accommodations would present an undue hardship.   

Incumbent serves as Administrative Manager for the St. Joseph County Parks Department, responsible for overseeing and conducting multi-faceted office functions and responsible for providing administrative services/support to department personnel.

DUTIES:  

Supervision: Supervises administrative assistants and finance specialist, including administering personnel programs/procedures, interviewing and hiring job candidates, establishing goals/standards, providing orientation and training, evaluating job performance, maintaining discipline and recommending corrective action as warranted. Regularly organizes and leads Administrative Support staff meetings. Performs duties of Administrative Assistant(s) and Finance Leader in his/her absence, or as needed. 

Administrative: Provides administrative support to Director, Deputy Director and other department staff as needed. Serves as a member of the Administrative Team; attends/participates in various meetings, including finance meetings and monthly Management Team meetings. Assists with the data collection for 5-Year Master Plan. Sets up/maintains system-wide operational files and serves as information/document source. Acts as recording secretary for preparing minutes for meetings as assigned.

Benefits Administration: Assist employees with benefits enrollment, changes, and inquiries when needed.

HR Administration: Parks department liaison to County Human Resources Department. Provides general HR administrative support to the Parks department.

Recruitment Support: Assist in providing job descriptions to HR department and monitoring platform for appropriate candidates.  

Onboarding and Orientation: Support the onboarding process for new hires by providing proper paperwork for employee orientation and ensure new employees complete required forms and understand company policies and procedures. 

Employee Records Management: Maintain accurate and up-to-date employee records in both physical and digital formats. Assist in the creation and maintenance of personnel files, ensuring compliance with confidentiality and data protection policies. 

Parks Board: Prepares, organizes and mails monthly Board of Directors reports and packets, maintaining relevant information and documentation as appropriate. Acts as recording secretary for Park Board of Directors’ meetings.

Public Relations: Provides customer service to the public in various public usage arenas such as rental reservations, annual passes, program and park general questions, etc.

Office Management

Computer: Creates and maintains databases for donors, rentals, visitation, and mailings, etc. Maintains DOT files.

Finance: Prepares bi-weekly payroll. Maintains accurate payroll records, approves timesheets, and documents hours worked. Prepares payroll masters. 

Office Supplies: Maintains inventory of Department office supplies and equipment, purchasing and distributing items as needed and maintaining accurate department inventory records/files as required. Orders supplies.

Parks Foundation: Acts as recording secretary for Parks Foundation Board meetings, tracks donations, and assists board with record-keeping, membership renewals and events. Prepares mailings and maintains databases for the Parks Foundation Board.

Additional Responsibilities: Current, or ability to become, Indiana Notary Public. Organizes and coordinates meetings and board retreats, including ordering and setting up food and refreshments.  Purchases and maintains supplies for such events. Performs other duties as assigned.

Archives: Coordinates document disposal according to regulations.

Program Support: Assists with special events/functions as needed, occasionally on weekends or evenings. 

Qualifications: 

Associate Degree in Public Administration, Business Management, Public Finance, Accounting or related field.  Baccalaureate Degree preferred. Min. 2 years experience

Knowledge of HR processes, policies, and procedures. 

Experience in supervising personnel, including administering personnel programs/procedures, interviewing and hiring job candidates, establishing goals/standards, providing orientation and training, evaluating job performance, maintaining discipline and recommending corrective action as warranted.

Working knowledge of standard office procedures and extensive computer skills, and ability to apply such knowledge to a variety of interrelated processes, tasks and operations. Strong experience in Microsoft Office and the ability to design and create databases, merge mailings and perform accurate data entry required.

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Excellent communication and interpersonal skills, with a customer service-oriented approach. 

Attention to detail and discretion when handling confidential information. 

Working knowledge of basic budgeting and accounting principles/practices.

Ability to work alone with minimum supervision and with others in a team environment, often under time pressure, and on several tasks at the same time.

Ability to occasionally work extended hours, evenings and weekends as necessary.

Possession of a valid driver’s license and demonstrated safe driving record.

I.  JOB REQUIREMENTS AND DIFFICULTY OF WORK:  

 Ability to speak with employees on County Benefits package.   

 Ability to meet all hiring and retention requirements, including passage of a drug test.  

 Working knowledge of applicable local, state, and federal laws and regulations regarding human resources practices and procedures with ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.  

Working knowledge of goals, objectives, tasks, and activities of the Department, and ability to accomplish tasks and activities with accuracy and completeness and meet formal deadlines. 

 Working knowledge and experience with standard office procedures and computer software and systems used by the Department, including word processing, spreadsheets, and email.  

 Working knowledge of standard English grammar, spelling, and punctuation and ability to prepare various detailed reports.  

 Ability to properly operate standard office equipment, including computer, calculator, copier, scanner, and telephone.  

 Ability to effectively communicate orally and in writing with co-workers, other County departments, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.  

Ability to provide public access to, or maintain confidentiality of, Department information and records according to state requirements.  

Shall comply with employer and Department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.  

 Ability to understand, memorize, retain, and carry out written and oral instructions and present findings in oral or written form. 

 Ability to file, post, mail materials and copy data from one document to another.  

 Ability to compile, collate, and classify data, and analyze, evaluate, observe, diagnose, and investigate.  

II.  RESPONSIBILITY:  

Incumbent’s priorities are primarily determined by supervisor with assignments performed according to specific detailed instructions. Decisions are always determined by specific instructions or existing, well-established policies and procedures. Work errors are primarily detected or prevented through notifications from other departments or the public. Undetected work errors could result in loss of time to correct errors and work delays in other departments.  

III.  PERSONAL WORK RELATIONSHIPS:  

Incumbent maintains frequent contact with co-workers, other County departments, County employees, and the public, for the purpose of giving and receiving information.  

Incumbent reports directly to Director.  

IV.  PHYSICAL EFFORT AND WORK ENVIRONMENT:  

 Incumbent performs duties in a standard office environment, involving sitting/walking at will, sitting for long periods, lifting/carrying objects weighing up to 50 pounds, bending, reaching, keyboarding, speaking clearly, close vision, handling/grasping objects, and hearing sounds/communication.