Parks Administrative Assistant

Type of Employment

Part-Time

Description

 

Non-Exempt, Extended Part-Time, IMRF Eligible

Under the direction and supervision of the Superintendent of Parks & Planning, the Parks Administrative Assistant serves as support to the Superintendent of Parks and Planning and the Parks Department with their day-to-day operations.  The work schedule is Monday through Friday; specific hours are negotiable upon hire and can range from 7:00 a.m. to 3:30 p.m., not to exceed 29 hours per week.

 

Responsibilities & Duties

 

  • Assist in general office and administrative capacities, as
  • Assists in answering telephones, refers calls and provides information regarding services.
  • Responsible for all staff and Board memos, correspondence and information, as assigned.
  • Operates business/office machinery observing all safety regulations specific to
  • Process mail, both incoming including distribution and outgoing via US mail, Fed Ex or
  • Prepare and disseminate required communication, reports, research and financial reports; including, but not limited to the monthly District report, Board Memorandums and information requested by the Executive Director.
  • Purchase and maintain inventory of office supplies and attend to repair of office
  • Perform department-level Human Resource functions, assisting with new-hire forms and
  • Set up and maintain various filing systems.
  • Establishes and maintains a good and positive working relationship with staff, other department, patrons, the community and other agencies serving the
  • Support the department-level budget process.
  • Assists with proactively planning for day-to-day, short-term and long-term projects for the department.
  • Responsible for processing the department’s payroll.

Secondary Duties & Responsibilities:

  • Be familiar with, interpret and adhere to all policies and procedures outlined in the Policy and Procedure Manual, Personnel Policy Manual and Safety
  • Ability to communicate effectively within various settings, from one-on-one to small group configurations.
  • Capacity to maintain self-control and composure in difficult
  • Assist with creating department level operation manuals and keeping them up-to-date.
  • Capacity to utilize effective time management skills and be able to work under the stress of multiple deadlines, requests from others and interruptions, with
  • Ability to work in a team atmosphere, promoting positive work relations with both internal and external
  • Assist with and/or attend District special
  • Ability to cooperate with and interpret Park District philosophies in relation to governmental, public and private groups, outside agencies and the general
  • Work with schools, sports leagues and other organizations for day-to-day operations and special
  • Maintains a working knowledge of all general and department-specific safety
  • Immediately reports all accidents and unsafe conditions (i.e., hazards) to the
  • Cooperates and assists in the investigation of accidents.
  • Attends all required safety program and in-service training
  • Treats public complaints and concerns with the utmost attention, is courteous in all
  • Pays strict attention to housekeeping of work area(s) and general
  • Serve on various District committees, as needed.
  • Perform all other duties and/or special projects as assigned.

Qualifications

 

  • Employee must have a high school diploma or GED equivalent.
  • Preference given to candidates with an associate’s degree or higher.
  • Employee must have advance courses or previous work experience in general office, business, project management, administrative, payroll and/or
  • Employee must have a minimum of four (4) years demonstrated success in an area of secretarial/office
  • Employee must be proficient at Microsoft Office software, including Word, Excel, PowerPoint,
  • Must have a valid Illinois State Driver’s License and willing to travel to meetings, training and seminars on and off the District’s campus.
  • Employee must be able to follow directions and communicate in English both verbally and in writing.
  • May need to be Red Cross CPR and AED Certified depending on current staff (District provided).

Date/Season

All year round

Pay Range

$12/hour + DOQ

Benefits

IMRF Eligible

Hours

Monday through Friday; specific hours are negotiable upon hire and can range from 7:00 a.m. to 3:30 p.m., not to exceed 29 hours per week.

Location

414 W. Fullerton Ave

Contact

Name: Jackie Michaels
Title: Parks Admin Assistant
Phone: 630-233-7275