Job Purpose:

The Administrative Assistant supports the Superintendent of Recreation as assigned, by performing a variety of office support services and responsibilities on a part-time basis. This assistance includes but is not limited to clerical functions, word processing, telephone support, data collection, report preparation, filing, organizing, the tracking and inventory of supplies and equipment.

Essential Functions:

• Types and assembles correspondences, informational sheets, schedules, contracts, reports and other narrative and numerical material.
• Manage the PACT field distribution program and other program specific support.
• Assists with collecting, tracking and processing data coming from diversified sources.
• Conducts research utilizing various resources including the internet, telephone and personal contact.
• Assists in researching, ordering, maintaining and retrieving office and recreation supplies and equipment.
• Provides quality internal and external customer service, attempting to answer questions and solve problems assigned.
• Assists in creating and maintaining record and catalog filing systems for the benefit of all Recreation Department personnel.
• Prepare reports, manuals and other pertinent documents.
• Compile and distribute informational and promotional materials.
• Assist in creating, preparing, processing bid documents, requests for proposals and requests for qualifications.
• Acts as liaison to organizations affiliated with the park District providing documents and information on park District’s policies and procedures and overall maintaining of communications.
• Coordinate meeting events including managing staff schedules, catering orders, setup/cleanup, documenting and disseminating action items and meeting minutes.

Additional Functions:

• Supports staff by making phone calls and contacts with patrons, peers and members of the general public.
• Proof reads and makes recommendations for improvements to written documents.
• Supports staff in tallying and tabulating class evaluations, surveys, questionnaires and other data collected from multiple sources.
• Assists in facilitating the agency Scholarship and Fee Reduction Programs.
• Runs agency oriented errands as requested.
• Operates various office support machines including but not limited to copiers, facsimile, laminating machine, etc.
• Assists with Recreation Department Special Event facilitation when possible.
• Assists with emergency practices and facility evacuation procedures.
• Obeys and helps enforce safety rules and procedures.
• Continually observes and evaluates work conditions and practices.Corrects unsafe conditions and practices upon discovery. Reports all incidents and accidents and injuries promptly.Complies with all reporting requirements and follow up investigation procedures to remedy unsafe conditions.
• Performs additional duties as assigned.

Knowledge, Skills, and Work ExperienceRequired:

• A minimum of High School Graduation or equivalent .
• Training and experience in the use of computers (windows based) and computer software including word processing, spreadsheets and data base applications with willingness to learn new software.
• Ability to multitask and to switch task priorities while maintaining attention to detail.
• Requires knowledge of proper business English, spelling, and grammar.
• Requires core knowledge of mathematics.
• Requires the ability to work independently, problem solve and efficiently attend to details.
• Requires good communication skills in oral and written form.
• Requires the ability to maintain and organize general as well as specialized paper and electronic files.
• Ability to operate copiers, postage meter, facsimile machine, laminator and telephone system.
• Requires high-quality customer service and interpersonal skills with two or more years of experience.
• Customer service and interpersonal skills and experience of two or more years.
• Certification in advances Cardio Pulmonary Resuscitation (CPR), First Aid and Automated External Defibrillator (AED) within 1 month of employment and keep certification current. The District provides this training.
• One year or more office management experience preferred.

Work Environment, Physical Demands and Considerations:

• Will occasionally be exposed to inclement weather running errands including heat, humidity, cold, sunlight, rain, snow and ice.
• Ability to present ideas and recommendations in a concise verbal and written manner.
• Ability to understand and carry out verbal and/or written instructions efficiently and effectively and to read and understand printed material.
• Ability to maintain effective audio-visual and perception needed for making observations, communicating with others, reading and writing, and operating assigned equipment.
• Ability to maintain mental capacity which allows for effective interaction and communication with others.
• Business English skills including grammar, spelling and punctuation.
• Math skills including measuring, calculating and estimating.
• Ability to follow through on a task without immediate supervision.
• Ability to interpret and explain Recreation Department and District policies and procedures.
• Ability to follow good safety awareness and judgment in all aspects of responsibility.

Customers:

Internal:Other Park District staff

External:Patrons of Park District of Oak Park; Residents of Oak Park; affiliate organizations of the park District

This job description is not designed to cover or contain a comprehensive listing of activities, duties, functions or responsibilities that are required of the employee for this job. Duties, functions, activities or responsibilities may change at any time with or without notice.

The Park District is an Equal Opportunity Employer!