Overview
Non-Profit Administrative Assistant – Part-Time Jobs in Augusta, GA at First Tee – Augusta
Description
Are you highly organized with a keen eye for the details?
Do you enjoy using technology to seek out efficiencies and progress?
Do you enjoy a fast-paced environment?
If this sounds like you, The Montgomery County Department of Parks Southern Parks Division is where you want to be! We are currently seeking a motivated, highly organized, and professional Administrative Specialist I to join our team. The ideal candidate will provide administrative support to multiple programs at different locations in the Potomac / Rockville, MD areas, utilizing specialized skills and experience in Human Resources, Procurement, Budgeting, Billing Management, and General Administration. Oversee and administer Southern Parks Portable Toilets contract. Orders units and manages the planning and logistics of their placement for maintenance facilities, special events, construction projects, and emergency situations. Responsible for handling contract issues by communicating with the vendor on unit deliveries, removals, moves, cleanings, invoices, and concerns. Attend meetings with the vendor and act as a liaison regarding any problematic issues. Respond to contract inquiries, payment issues, and complaints in a timely manner. The successful candidate must be a team player and self-starter, be able to collaborate and communicate with internal and external customers, assess and solve problems, and be well organized. This position will report directly to a Senior Parks Manager of the Southern Parks Division. Hours of Work: Monday-Friday, 6:00 a.m. – 2:45 p.m.
The Maryland-National Capital Park and Planning Commission (M-NCPPC) is a six-time National Recreational and Parks Association Gold Medal Award Winner. The Montgomery County Department of Parks has a career staff complement of nearly 800 employees, and we serve a diverse population of more than one million residents in the Washington, DC, area. We manage 419 parks on more than 37,200 acres of parkland. Go to our website to learn more:https://www.montgomeryparks.org/
DIVERSITY STATEMENT: Montgomery County Department of Parks believes that diversity in all dimensions of the organization supports and bolsters the innovative thinking essential to its success. Montgomery County Parks does not make hiring decisions based on race, ethnicity, national origin, gender, gender identity, sexual orientation, age, disability, religion, political affiliation, or ideology or status as a Veteran.
Please Note: The salary range above represents this position’s earning potential. Salary is commensurate with experience.
Examples of Important Duties
Human Resources:
Conduct, or ensure, training of staff in the development of documentation and compliance standards.
Review and retrieve qualified applicants from the electronic applicant tracking system, manage hiring packets, coordinate all interviews ,and submit, and track documents for completion and submittal.
Draft vacancy announcements and recruitment advertisements and other tasks associated with staffing for the management or program area.
Coordinate, generate, and process paperwork for performance evaluations, position reassignments, disability leave, and terminations, and approve timecards.
Prepares Human Resource transactional paper work such as requests for personnel actions, tuition assistance and leave requests.
Training and Development Assistance
Actively collaborate with the management team to develop and administer training programs for the division’s staff.
Coordinate with other divisions, government agencies, or contractors to implement training.
Access databases to record, track, and analyze staff training reports ,etc.
Coordinate training and organizational development efforts; provide logistics for training classes.
Prepare and distribute notices to trainees; prepare conference rooms for training.
Research information on consultants; research and assist with implementing training best practices.
Budget and Purchasing Assistance
Perform arrange of financial management work including participating in unit budget formulation, drafting of narrative, and execution.
Compiled and modify or edit justifications and other supporting documents consistent with program goals and requirements.
Identify revenues; assist with controlling and tracking expenditures; and reconcile discrepancies, working with central budgeting, central accounting, and other units and management as appropriate.
Review various financial documents and verify calculations, budget codes, and compliance with Commission policies and procedures.
Prepare or review expense reports and coordinate statements of financial disclosure.
Administrative Support
Maintain various highly confidential and electronic materials to provide up-to-date reference and documentation.
Maintain and coordinate the logging of vehicle assignment forms and mileage logs for the Department.
Coordinate and schedule internal/external meetings and events, providing meeting/event logistical support.
Prepare and modify documents including correspondence, reports, drafts, memos, agendas, and emails.
Update and maintain office policies, and procedures, and coordinate maintenance of office equipment.
Receive, open, sort ,and distribute incoming correspondence including maintaining electronic and hard copy filing including the division’s database tracking systems.
Coordinate quarterly program newsletter within external and external staff with articles, photo documentation, and training opportunities.
Communication
May serve on departmental and Interagency committees to coordinate and develop programs, resolve problems of mutual interest, or exchange information.
Work with community groups, park and recreation councils, and citizen store solve problems and promote park operations goals. SOPK Contract Management
Oversees Southern Parks Porta John units’ contract, handles contract issues by communicating with the vendor on unit deliveries, removals, moves, cleaning, invoicing, concerns, complaints, etc., and attends meetings with the vendor when appropriate. Acts as a liaison between the contract vendor and SOPK Park Managers for any problematic issues that may arise. Respond to contract inquiries, payment issues, charge disputes, problematic issues, and complaints in a timely manner.
Manages Porta Johns, where the units are located within the Southern Parks areas, including maintenance facilities (Cabin John, Martin Luther King, Meadowbrook & Wheaton) and units used for special events, temporary issues, construction, emergencies, trailers, etc.
Receives incoming Porta John unit invoices, reviews for accuracy, communicates with the vendor to resolve any disputes, removes unauthorized charges from billing, verifies delivery and removal of units, confirms cleaning charges, etc. Authorizes payment for individual invoices, compiles invoices for vendor payment, and submits them to Accounts Payable monthly. Request and review open invoice ledgers, reconcile accounts, and request invoice credits on a monthly or as needed basis.
Monitors the status of vendor payments in the EFM/ERP Lawson database system, reviews payment and invoice data, generates payment reports, and updates payment confirmation details in Excel. Communicate with the vendor on any past-due charges that need resolution, ensure the account is kept in current status, and meet with the vendor’s account representative as required.
Responsible for monitoring SOPK Porta John e-mail account and maintaining Excel spreadsheets to track vendor payment data and Porta John unit information and issues.
Schedules, coordinates, prepares agenda and compiles notes for Southern Parks Regional Operations and Porta John vendor Operations unit meetings on a needed basis to discuss contract updates, Porta John issues, billing, resolutions to problem issues, and other relevant matters.
Other Duties as Assigned
Other duties assigned as per the Division needs and functioning requirements.
KNOWLEDGE, SKILLS, AND ABILITIES
Collaborative with a strong work ethic; having strategic awareness and the ability to anticipate Administrative or Human Resources support.
Must have a cooperative spirit; excellent oral and written communication skills, including active listening skills; creative thinking; and interpersonal skills.
Communicate and interact effectively with all partners both internal and external.
Knowledge of, and skill in applying, the principles, methods, techniques, and practices of effective Administrative and Human Resources support.
Ability to work with highly confidential documents and data while ensuring confidentiality for materials not subject to public disclosure.
Proven organizational, coordination, and workload management skills, and abilities, with great written, verbal, organizational, and interpersonal skills.
Demonstrate ability to work on multiple activities, meet tight deadlines ,and creatively problem-solve by selecting, organizing, and logically processing relevant information to resolve a problem.
Proficient in using a computer and up-to-date office software (MSOffice),enterprise software, and specialized software for planning, scheduling, communicating, word processing, collecting, and reporting data, preparing presentations, researching, document control, and performing other computer functions for data management and retrieval.
Preferred Qualifications
Advanced computer software knowledge in Microsoft Office Suite and Adobe.
Ability to communicate in a language other than English a plus.
Valid driver’s license required in accordance with both State and Commission rules and regulations and duties required by the position of assignment.
Bachelor’s Degree and (2) years of experience in Human Resource Management, Finance, and any other related area of Business Administration.
An equivalent combination of education and experience may be substituted, which together total (6) years.
Prior experience in the construction industry, knowledge of grounds maintenance equipment, and operations experience with a combined total of (2) years
1-2 years of Customer Vendor Relationships with Billing Management is highly preferred and essential for this position.
Working Conditions
Works in an office setting; may work outdoors briefly on an incidental basis. Work is primarily sedentary and requires very light to light physical effort. May be subject to various job demands such as a high volume of work and tight deadlines.
Minimum Qualifications
1. Bachelor’s Degree in Human Resource Management, Finance, Business or any related field.
2. One (1) year of experience in human resource management, finance or any other related area of business administration.
3. An equivalent combination of education and experience may be substituted, which together total 5 years.
Supplemental Information
Classification Specification Administrative Specialist I
May be subject to drug and alcohol testing.
The Maryland-National Capital Park and Planning Commission (M-NCPPC) is an Equal Opportunity Employer. We celebrate a workplace culture of diversity, equity and inclusion without discrimination or harassment on the basis of race, color, religion, sex, age, national origin, sexual orientation, marital status, disability, genetic information, gender identity, or any other non-merit factor.
Applicants with Disabilities under the Americans with Disabilities Act.
If you require accommodations or special arrangements due to a qualifying disability, please notify the Recruitment & Selections Services Unit at the time of application at301-454-1411 (Maryland Relay 7-1-1).
M-NCPPC will make all efforts to reasonably accommodate you.
Bilingual applicants are encouraged to apply.
Competitive Employment Sign-on Bonus and Employee Referral Program available until June 30, 2025. (Commensurate with education, experience, and other M-NCPPC eligibility criteria).
A very flexible and competitive benefits package is available!
Get to know Montgomery Parks and the opportunities available: https://www.montgomeryparks.org/about/divisions/
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Title: Non-Profit Administrative Assistant – Part-Time
Company: First Tee – Augusta
Location: Augusta, GA
