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Ozaukee County · 2 months ago

Administrative Assistant and Natural Resource Analyst

Port Washington, WI

Full-time

Hybrid

Entry, Mid Level

1+ years exp

Ozaukee County is seeking an Administrative Assistant and Natural Resource Analyst to support the Planning and Parks Department. This role involves managing administrative tasks, financial processes, and providing exceptional public customer services while assisting various department professionals in their operations.

GovernmentHuman ResourcesPublic Safety

Responsibilities

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

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

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

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

Perform other duties in support of the Department’s mission as assigned

Qualification

Financial ManagementDatabase ManagementMarketing KnowledgeCustomer Service ExcellenceTechnical ProficiencyData AnalysisProject ManagementInterpersonal CommunicationConflict ResolutionAttention to DetailEmotional IntelligenceRelationship BuildingAdaptability

Required

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

Driver's license required

Deliver exceptional customer/user experiences, addressing inquiries and resolving complaints with professionalism and courtesy

Communicate effectively, both verbally and in writing, with customers, staff, government agencies, non-profits, community groups, committees, and County Board Supervisors

Handle customer/user and team disputes with empathy, diplomacy, and fairness

Understand budgeting, revenue tracking, inventory, cost control, purchasing, contracts, and service agreements

Apply local marketing strategies and event planning to service the public on Department activities, projects and events

Maintain knowledge of safety regulations, labor laws, and company policies to ensure adherence and confidentiality

Manage flexible hours and prioritize tasks in a dynamic, customer-facing environment with tight timelines and deadlines

Build rapport, understand customer/user and team needs, and maintain a professional demeanor

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)

Ensure accuracy in operations, reporting, and system management

Establish and maintain effective working relationships with diverse groups, including the public, interest groups, and non-profit organizations

Analyze complex data, evaluate systems, make implementation recommendations, and solve problems efficiently in a collaborative team environment

Manage projects, research data, prioritize tasks, and work independently with minimal supervision

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

Flexibility to work evenings and weekends as needed