[CLOSED] Administrative Assistant and Volunteer Coordinator

Join the team at the Environmental Education Center (EEC)!  The EEC offers year-round programs for participants of all ages and the Somerset County Park Commission uses volunteers for various projects- the Administrative Assistant and Volunteer Coordinator is the keystone to it all.  See the full job description for more details!

Under the direction of the Manager of Environmental Science, the Administrative Assistant and Volunteer Coordinator performs a variety of registration, clerical, and office duties relevant to maintain an efficient and productive department. Greets customers and responds to public inquires. Prepares and processes room rental reservations for organized groups. Gathers volunteer applications for the entire organization and distributes to proper departments. Organizes volunteer recognition events. Recruits, trains, and places volunteers as needed for the Environmental Science Department in addition to recording volunteer hours.

Duties 
1. Register participants for programs and enter household data into RecTrac. Process payments, cancellations, and refunds for public programs, school groups, and summer camps.
2. Process special revenue transactions and refunds. Create a special revenue report twice per month. Create a list for all special revenue programs prior to each program registration. Share report and program list with County Finance Department.
3. Serve as Volunteer Coordinator for all Park Commission departments by collecting volunteer paperwork and distributing to appropriate departments. Serve as chair of the SCPC Volunteer Committee; plan and execute the annual Volunteer Evening of Recognition for the SCPC. Compile content for quarterly volunteer newsletter.
4. Manage Environmental Science Department Volunteer Program by recruiting, interviewing, and training volunteers as requested by staff to assist with various needs such as Naturalist programs, special events, gardening, and animal care. Maintain volunteer records and database and ensure effective supervision of volunteers.
5. Schedule room rental reservations. Receive application requests, type confirmation forms, collect certificates of insurance, process payment for all facility rentals, and issue permits.
6. Assist with recording minutes of staff meetings. Maintain mailroom organization. Coordinate pickup and delivery of inter-office mail, faxes, US mail, and UPS/FedEx.
7. Input attendance into the County timekeeper system for fulltime, seasonal, and part-time employees.
8. Operate and maintain bookshop. Perform front desk duties, including financial end-of-day procedures, daily. Manage cash drawer and cash box. Compile deposits, transport to depository, and file deposit receipts twice per week. Maintain all digital and paper files related to deposits.
9. Respond to public inquiries in person, on the telephone, by email, and through correspondence regarding programs, special events, and general Environmental Education Center information.
10.Maintain inventory of office and maintenance supplies for all staff members. Compile orders and pass order information to manager for approval. 11.Assist department with special events.
12.Manage, monitor, and maintain the usage, troubleshooting, and repair of business office machines.
13.Replenish maps and other literature in brochure racks. Organize, maintain, and create lobby displays.
14.Represent the department on various SCPC committees as assigned.
15.Present a positive image as a Park Commission representative to the public.
16.Follow Park Commission policies and procedures.
17.Perform other duties as assigned by the Park Commission.

Accountability 
This position is accountable for providing operational and clerical services for the Environmental Science Department as well as coordination of volunteers for the Park Commission.

Qualifications 
Graduation from high school, including or supplemented by courses in business or office management. Associates degree from an accredited college or institution of higher education is preferred. Ability to use Microsoft Office Applications including Word, Excel, and Access. Ability to use or learn RecTrac permitting and registration system and Vista timekeeper. Ability to use office machines. Must have excellent interpersonal, communication, and customer service skills. Ability to perform several job functions concurrently; able to exercise initiative and judgment under varying conditions of pressure; ability to remain patient and calm during constant interruptions of workflow. Ability to adjust work schedule as required for the efficient operation of the department which may include some evenings and weekends. Ability to establish and maintain effective, positive relationships with the public, staff, and other departments and agencies.

Compensation 
Position is full-time and includes salary, benefit time, and medical benefits. Salary begins at $37,200.

To Apply 
Send application, cover letter, and resume to Human Resources.
Somerset County Park Commission Human Resources
P.O. Box 5327
North Branch, NJ 08876

[email protected]

For more information or questions call 908.722.1200 Ext. 5239. To ensure your information has been received a follow up phone call is strongly recommended.

Somerset County Park Commission is an equal opportunity employer.