Natural Resources Analyst and Administrative Assistant
Port Washington, WI
Full Time
Planning and Parks
Mid Level
Full- Time/ Non-Exempt
Job Summary
This position has primary responsibilities for Department invoices and accounting, purchases and orders, computer databases, administrative support and providing information services to the public requiring a knowledge of technical, financial, and administrative procedures, software and processes. In addition, the position provides technical administrative assistance to the Director, Golf Course Superintendent, Parks Superintendent, Program Manager, Civil Engineer – Water Resources, Senior Planner, and Conservation Biologist. Duties and responsibilities include: information specialist; park reservation management; sorting, verifying, and processing invoices and payments; processing and tracking deposits; manages Department purchases; research and respond to in-person, email, mail, and telephone inquiries; reconcile bank accounts with the Finance Department and prepare statistical data and financial reports; assist with preparation of materials for the Ozaukee County Board of Supervisors, Natural Resources Committee and various Boards, Councils and Committees; prepare and edit various office correspondence including grants, bids, letters, contracts and agreements; generate mailing lists from databases; assistance with environmental data analysis, database management and reporting including water quality monitoring data and analysis; assist with grant writing and development including a lead role in managing the snowmobile trails maintenance grant; assist with tracking and reporting on outcomes and metrics for the Department and multiple grants; assist with reporting and tracking of partner, community and scout projects, and public participation; assist in completing the required financial and technical reporting according to federal, state, local, and private organization grant funding; assist with education and outreach events and initiatives; and management of office supplies for the Department.
Essential Functions and Responsibilities
The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully with or without reasonable accommodations to be qualified for the position. Other duties may be required and assigned.
50% Administrative Support:
Provide administrative support by completing all accounting tasks for the Department. Manage and process all Department purchases, invoices (e.g. Docuware and Great Plains) and deposits. Review invoices and look for errors in invoicing and potential future savings. Coordination with vendors and service providers on purchases. Manage Department deposits and checking account with the Finance Department by depositing funds into appropriate accounts and issuing checks from Department checking account. Manage grant reimbursements, particularly the WDNR Snowmobile Trails Maintenance Grant including coordination with the Snowmobile Clubs (e.g. payments and questions) and the WDNR SNARS system. Prepare journal entries and transfer of funds forms and draft purchase orders for approval. Perform billing and/or collection for various programs and prepare financial reports. Work to improve and refine financial systems and reservation system/website, procedures and revenues for the Park System.
Provide general administrative support to all Department professional staff (Director, Golf Course Superintendent, Parks Superintendent, Program Manager, Civil Engineer – Water Resources, Senior Planner, and Conservation Biologist) through organization and strong communication. Coordinate office activities and maintain and organize Department materials, supplies, and storage rooms. Coordinate with staff and maintain an inventory (including photographs) of all Department facilities, vehicles and equipment in a central location, particularly for Parks, Planning, Trails, Tourism, Golf Course and Ecological Divisions. Instruct existing and new staff on current departmental systems and procedures, including an extensive digital and hardcopy filing system. Serve as database manager for the Department and assist office staff with computer programs. Program and design spreadsheets and prepare various reports and mailing lists from appropriate databases and enter statistical data to record data, permits, etc. Prepare statistical reports. Assist with preparation of materials and reports for various Boards and Committees (e.g. Natural Resources Committee, Comprehensive Planning Board, etc.); prepare and edit various office correspondence, including grants, bids, letters, contracts and agreements. Prepare legal notices. Assist with tracking and reporting on outcomes and metrics for the Department and multiple grants. Work with Director, Program Manager, Senior Planner and Parks Superintendent on Park, Trail, Land Division and other Department ordinances and policies that require updates and revisions. Coordinates documenting the history of the County’s Parks and the Ozaukee County Park System with assistance from interns and staff.
25% Customer Service, Organization, and Associated Tasks:
In-person, telephone, and electronic communication with citizens, member of local municipalities, and employees within the Ozaukee County system. Coordinates with the County Clerk’s office. Sells golf course gift cards and disc golf annual passes. Coordinates and implements administrative support for the golf course pro shops and maintenance. Coordinates with local groups for reservations and representation at community events, including NPOs. Writes and sends tax letter documents, sends documents on behalf of the department. Provides administrative support to various Committees and associated Councils (Trial Advisory Council, Interurban Trail, Historic Society). Assists with and takes lead on local fundraising campaigns for specific projects. Organizes and manages the Department’s annual deer hunting permits for Lion’s Den. Provides weekly activity and task reporting. Makes purchases for the various Department divisions. Trains interns on office-related tasks.
20% Administrative Project Planning, Data Organization and Grant Management:
Provides natural resource-related technical, planning and administrative assistance for implementation of grant-supported Planning, Parks and Ecological projects. Assistance with environmental data organization, management, and analysis, particularly for water quality data, habitat assessment and planning projects. Provides support for grant applications, grant management and reporting, and permit applications for various federal, state, local, non-governmental and private agencies and organizations. Assists with preparing technical and financial reporting for federal, state, local, and private grants, and County Committees following all federal, state and County guidelines and requirements including reporting on benchmarks, measures and milestones as identified.
5% Other Duties:
Performs other duties as assigned.
Supervision Exercised
Assists with Department Interns
Minimum Education Qualifications
Education and/or Experience Requirements:
In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities are essential.
In evaluating candidates for this position, Ozaukee County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.
Physical Requirements
Work Environment
EOE / ADA Statement
Ozaukee County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Ozaukee County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement or affect the at-will nature of the employment arrangement between the employee and company and is subject to change by the employer as the needs of the employer and requirements of the job change.
Job Summary
This position has primary responsibilities for Department invoices and accounting, purchases and orders, computer databases, administrative support and providing information services to the public requiring a knowledge of technical, financial, and administrative procedures, software and processes. In addition, the position provides technical administrative assistance to the Director, Golf Course Superintendent, Parks Superintendent, Program Manager, Civil Engineer – Water Resources, Senior Planner, and Conservation Biologist. Duties and responsibilities include: information specialist; park reservation management; sorting, verifying, and processing invoices and payments; processing and tracking deposits; manages Department purchases; research and respond to in-person, email, mail, and telephone inquiries; reconcile bank accounts with the Finance Department and prepare statistical data and financial reports; assist with preparation of materials for the Ozaukee County Board of Supervisors, Natural Resources Committee and various Boards, Councils and Committees; prepare and edit various office correspondence including grants, bids, letters, contracts and agreements; generate mailing lists from databases; assistance with environmental data analysis, database management and reporting including water quality monitoring data and analysis; assist with grant writing and development including a lead role in managing the snowmobile trails maintenance grant; assist with tracking and reporting on outcomes and metrics for the Department and multiple grants; assist with reporting and tracking of partner, community and scout projects, and public participation; assist in completing the required financial and technical reporting according to federal, state, local, and private organization grant funding; assist with education and outreach events and initiatives; and management of office supplies for the Department.
Essential Functions and Responsibilities
The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully with or without reasonable accommodations to be qualified for the position. Other duties may be required and assigned.
50% Administrative Support:
Provide administrative support by completing all accounting tasks for the Department. Manage and process all Department purchases, invoices (e.g. Docuware and Great Plains) and deposits. Review invoices and look for errors in invoicing and potential future savings. Coordination with vendors and service providers on purchases. Manage Department deposits and checking account with the Finance Department by depositing funds into appropriate accounts and issuing checks from Department checking account. Manage grant reimbursements, particularly the WDNR Snowmobile Trails Maintenance Grant including coordination with the Snowmobile Clubs (e.g. payments and questions) and the WDNR SNARS system. Prepare journal entries and transfer of funds forms and draft purchase orders for approval. Perform billing and/or collection for various programs and prepare financial reports. Work to improve and refine financial systems and reservation system/website, procedures and revenues for the Park System.
Provide general administrative support to all Department professional staff (Director, Golf Course Superintendent, Parks Superintendent, Program Manager, Civil Engineer – Water Resources, Senior Planner, and Conservation Biologist) through organization and strong communication. Coordinate office activities and maintain and organize Department materials, supplies, and storage rooms. Coordinate with staff and maintain an inventory (including photographs) of all Department facilities, vehicles and equipment in a central location, particularly for Parks, Planning, Trails, Tourism, Golf Course and Ecological Divisions. Instruct existing and new staff on current departmental systems and procedures, including an extensive digital and hardcopy filing system. Serve as database manager for the Department and assist office staff with computer programs. Program and design spreadsheets and prepare various reports and mailing lists from appropriate databases and enter statistical data to record data, permits, etc. Prepare statistical reports. Assist with preparation of materials and reports for various Boards and Committees (e.g. Natural Resources Committee, Comprehensive Planning Board, etc.); prepare and edit various office correspondence, including grants, bids, letters, contracts and agreements. Prepare legal notices. Assist with tracking and reporting on outcomes and metrics for the Department and multiple grants. Work with Director, Program Manager, Senior Planner and Parks Superintendent on Park, Trail, Land Division and other Department ordinances and policies that require updates and revisions. Coordinates documenting the history of the County’s Parks and the Ozaukee County Park System with assistance from interns and staff.
25% Customer Service, Organization, and Associated Tasks:
In-person, telephone, and electronic communication with citizens, member of local municipalities, and employees within the Ozaukee County system. Coordinates with the County Clerk’s office. Sells golf course gift cards and disc golf annual passes. Coordinates and implements administrative support for the golf course pro shops and maintenance. Coordinates with local groups for reservations and representation at community events, including NPOs. Writes and sends tax letter documents, sends documents on behalf of the department. Provides administrative support to various Committees and associated Councils (Trial Advisory Council, Interurban Trail, Historic Society). Assists with and takes lead on local fundraising campaigns for specific projects. Organizes and manages the Department’s annual deer hunting permits for Lion’s Den. Provides weekly activity and task reporting. Makes purchases for the various Department divisions. Trains interns on office-related tasks.
20% Administrative Project Planning, Data Organization and Grant Management:
Provides natural resource-related technical, planning and administrative assistance for implementation of grant-supported Planning, Parks and Ecological projects. Assistance with environmental data organization, management, and analysis, particularly for water quality data, habitat assessment and planning projects. Provides support for grant applications, grant management and reporting, and permit applications for various federal, state, local, non-governmental and private agencies and organizations. Assists with preparing technical and financial reporting for federal, state, local, and private grants, and County Committees following all federal, state and County guidelines and requirements including reporting on benchmarks, measures and milestones as identified.
5% Other Duties:
Performs other duties as assigned.
Supervision Exercised
Assists with Department Interns
Minimum Education Qualifications
Education and/or Experience Requirements:
- Bachelor’s degree required from an accredited college or university in public administration, business, finance, environmental science, or a closely related field. Master’s degree preferred.
- One to three years of progressively responsible work experience in public administration, business, finance, environmental science, or a closely related field along with progressive experience in public relations, communications, and work with government agencies.
- Driver’s License required.
In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities are essential.
- Knowledge of office management systems and procedures, managing processes and organization.
- Knowledge of general financial processes, including bank account management, processing invoices, purchasing, managing deposits, and monitoring expenditures.
- Financial reporting and use of financial software (e.g. Docuware and Great Plains for invoices).
- Administrative and grant writing skills.
- Ability to analyze complex data, conduct statistical analysis, evaluate data and systems, make recommendations for implementation.
- Excellent computer skills, familiarity with email, internet, and Microsoft Office software. Ability to learn and utilize new computer programs.
- Working knowledge of office equipment, including multi-function machines, multi-line phone systems, plotter printer, scanner, and laminator.
- Knowledge of County, Department, and Parks and Golf Course Division policies and procedures.
- Knowledge of parks, recreation and park management practices including golf courses.
- Knowledge of hunting safety and State of Wisconsin regulations and groups.
- Working knowledge of park user groups (e.g., disc golf, tennis, pickleball), friends groups and other community groups.
- Analyzing information, attention to detail, and problem solving.
- Supply management and inventory control.
- Comprehensive knowledge of environmental science policies and practices.
- Working knowledge of purchasing, contracts, and service agreements.
- Working knowledge of government agencies, non-profit organizations and other community groups.
- Ability to work with the general public and establish and maintain effective working relationships.
- Ability to implement a project, including evaluation, design, communication and training.
- Attention to detail and specifics.
- Ability to communicate effectively, both orally and in writing. Excellent communication skills.
- Ability to work effectively with interest groups, non-profit organizations, board, councils and committees.
- Ability to work in a collaborative in a team environment and problem solve complex tasks efficiently.
- Ability to work on tight timelines with deadlines.
- Ability to be flexible, multi-task, manage schedules, and change priorities based on direction.
- Ability to teach and train staff.
- Ability to prioritize, work and manage time independently with minimal day-to-day supervision.
In evaluating candidates for this position, Ozaukee County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.
Physical Requirements
- Frequent standing, walking, reaching, twisting, bending, sitting and crouching.
- Ability to lift up to 50 lbs.
Work Environment
- Work is performed in an office environment as well as in outdoor weather conditions.
- Occasional loud noise, electrical, chemical and gas and physical hazards, as well as irritated or agitated individuals.
- May have to work alongside moving traffic.
EOE / ADA Statement
Ozaukee County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Ozaukee County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement or affect the at-will nature of the employment arrangement between the employee and company and is subject to change by the employer as the needs of the employer and requirements of the job change.
Ozaukee County offers a generous benefits package including: health, dental, life, & vision insurance; free employee health clinic & Teladoc; paid holidays, vacation, & sick time; state of Wisconsin WRS defined benefit pension program; bonus opportunities; employee fitness room; wellness program & wellness reimbursement; tuition reimbursement & continuing education opportunities; and more! Please note some that benefits offered are dependent on full-time/part-time status.
Ozaukee County prohibits discrimination and harassment of any type against applicants and employees on the basis of race, color, religion, sex, national origin, age, handicap, disability, genetics, veteran status or military service, marital status or sexual orientation, gender identity or expression, or any other characteristic or status protected by federal, state or local laws. Ozaukee County also provides reasonable accommodations to qualified individuals with disabilities in accordance with the requirements of the Americans With Disabilities Act and applicable state and local laws.
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