Administrative Coordinator

6930 Sylvania Ave
Sylvania 43560
Start Date: ASAP
Hours Per Week: 20
Salary: $12.00 per Hour

Contact: Jennifer Barry -
More Info:
Last Updated: 03/08/2018
Expiration Date: 03/30/2018

Job Description:


Under the general supervision of the Executive Director, this position performs, coordinates, and oversees technical administration duties in support of The Olander Park System, including the provision of varied and complex office duties. The position also provides administrative support and office management services for the Executive Director, Managers, and operations of The Olander Park System.



  • Ensures the proper receipt and deposit of income received through the main office.
  • Balances cash and/or checks received for payment of park fees and charges with daily receipts; prepares daily accounting reports and bank deposits.
  • Prepares bank reconciliations monthly, reporting any discrepancies to the Executive Director.
  • Monitors accounts payable: checks invoices for accuracy; prepares invoices for vouchering; verifies statements and invoices; maintains voucher file.
  • Responsible for maintenance of purchasing records; processing/issuing purchase orders and coordinating purchasing by other staff with regard to State law and The Olander Park System policy. Monitors the purchasing policy and suggests improvements or modifications as needed.
  • Suggests account transfers (budget modifications) to Executive Director and completes transfers as necessary.
  • Supervises and/or handles Petty Cash fund accounts. Personally reviews petty cash account transactions and balances at least monthly or more often as needed. Immediately reports any discrepancies to Executive Director.

Office Management:

  • Answers the telephone, routes incoming calls, and prioritizes and relays messages in a timely and accurate manner. Sorts and routes incoming/outgoing mail as assigned.
  • Greets and assists the public in a professional, helpful, and pleasant manner when requesting routine information that does not require interpretation of regulations or policies.
  • Maintains, troubleshoots, and updates park district computer hardware and software of all TOPS computers and technology items including, but not limited to, servers, computers, monitors, printers, scanners, fax machines, cameras, video cameras, recording devices, copy machines, wired Internet access devices, wireless Internet access devices, and network equipment, switches, routers, network cabling, backup devices, telephones, cell phones, voice mail, public address equipment, etc. Responsible for initial planning, ordering, installing, maintaining, updating, and troubleshooting, as well as assimilating new and old items into constantly evolving infrastructure, as needed.
  • Creates and manages TOPS E-mail accounts and employee usage; managing secure password database for employees and technology items.
  • Performs operating system application updates, monitoring technology performance, and suggesting updates as required.
  • Performs physical maintenance duties to install, configure, and repair hardware devices for technology items, such as network cards, drives, desktop hardware and software, etc.
  • Monitors, replenishes, and organizes office supplies; maintains order in public areas of Administrative Office.


  • Performs confidential, secretarial, and administrative support duties for the Executive Director as assigned, and whenever such duties have not otherwise been provided for. These duties may include, but are not necessarily limited to: drafting correspondence, memos, administrative directives and other documents, word processing, proofreading correspondence and other documents, and maintaining the Executive Director’s working files. Ensures that the Executive Director’s Office functions and procedures are performed in the most efficient, organized, and timely manner with a high degree of professionalism and informs the Executive Director of all significant issues.
  • Organizes, prepares, maintains, and submits required reports and records in accordance with Ohio Law and TOPS policy.
  • Supervises the processing of patron complaints, or channels them to the proper person for processing. Establishes effective public relations in the absence of the Executive Director. Relays directions or instructions to personnel from the Executive Director, in her absence, of projects or other items to be taken care of.


  • Updates and enhances knowledge by continuing education for professional growth, and attends relevant conferences, seminars, and certification programs. Ensures natural resources staff participates in additional training as permitted by the Training Budget.
  • Available for flexible hours based on the needs of The Olander Park System in respect to special events and evening meetings, which may include evenings, weekends, and/or holidays for a maximum of 20 hours weekly.


  • Complete a minimum of 2 years study at an accredited college or university.
  • Demonstrated experience involving public contact; ability to dispense accurate and complete information to the public regarding TOPS properties, programs, policies, etc.
  • Familiarity with administrative operations in a natural resource based park and recreation agency; demonstrated affinity for agency mission.
  • Ability to prioritize and plan work activities, using time efficiently and develop realistic action plans.
  • Working knowledge of computer operations, desktop publishing, and printing, use of the internet, multimedia presentation devices, and other common office equipment. Extensive knowledge of Microsoft Office and Google Applications.
  • Good character with no history of serious criminal activities (felony convictions).
  • Valid training in CPR, Standard First Aid, and Blood borne Pathogens at the time of employment or within the introductory period and thereafter.
  • Ability to communicate effectively and follow instructions, both orally and in writing; knowledge of English grammar, spelling, punctuation, and word usage.
  • A valid driver’s license with an acceptable motor vehicle record allowing insurability by the park district’s current vehicle insurance carrier under existing coverage provisions at the time of employment and thereafter. Candidates for employment may not have more than 4 total points (or equivalent penalty) issued by a recognized licensing authority for driving-related violations on their driving record at the time of employment.


While performing the duties of this job, the employee may be required to be able to move or travel to various work locations; and the ability to remain in a stationary position, and move weights up to 40 pounds. Employee must have the ability to work in a cold/hot environment with proper protection for sustained periods of time, and the ability to perform moderate physical actions while training and working. Reasonable accommodation will be made for known physical limitations of qualified employees and applicants with disabilities.

To apply, please submit a Cover Letter & Resume to Jennifer Barry at

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