SUMMARY The Administrative Assistant/Safety Coordinator position is performed on a full-time basis and is classified as Regular Personnel with non-exempt status. This position is responsible for performing administrative office functions and providing clerical support to staff, including, but not limited to, processing registrations and rentals, answering phone calls, handling customer service, and assisting with special projects. Additionally, this position is responsible for general and safety and risk management concerns relating to all agency operations, functions, grounds and facilities.
QUALIFICATIONS • 2-3 years relevant experience as well as strong customer service skills • A background in or knowledge of safety procedures and processes, as well as familiarity with PDRMA (Park District Risk Management Agency) preferred • A valid Illinois State Driver’s License and acceptable driving record • Knowledge of office/clerical procedures and skill in dealing effectively with the public • Excellent time management and written and verbal communication skills • Highly organized with attention to detail and accuracy • Dependable and self-motivated with a positive attitude and professional public image • Strong computer skills with experience using Word, Excel, and Outlook; with an aptitude for learning additional software applications as needed • Ability to exercise good safety awareness, judgment, initiative and discretion • CPR, First Aid and AED Instructor certifications (or ability to obtain such within 6 months of employment)
DUTIES & RESPONSIBILITIES • Answers telephone calls (using the correct greeting, in a friendly, helpful manner) and directs callers to the appropriate party. • Handles customer service responsibilities, including calls, situations, complaints, etc. in a professional and timely manner. • Processes registration for programs/events as well as group permits and room rentals. • Keeps Main Office lobby organized and stocked with updated brochures and flyers. • Responsible for marquee advertising – creating, updating and removing items in a timely and logical manner. • Acts as the liaison between the Park and the cleaning company, addressing issues as they arise in a timely and efficient manner. • Prints updated class lists before each program begins (and when requested by instructor). • Processes outgoing and incoming mail and distributes to appropriate parties. • Handles special projects upon request (when time and logic permit). • Uses and maintains various office machines: typewriter, adding machine, photocopier, camera equipment, fax machine, etc. • Interacts closely with administrative and support staff. • Writes up refund requests when classes are cancelled or for Room Rental deposits. • Pays close attention to housekeeping of work area(s) and general Main Office area. • Maintains office supplies in inventory closet and places orders as needed. • Greets patrons and visitors and provides any information or help as requested. • Coordinates, creates and delivers packets for Board/Staff meetings. • Maintains a centralized file system for the District’s administrative files – including, but not limited to, official records, minutes, ordinances and resolutions. • Performs all job tasks within the rules and guidelines of the District’s Personnel and Safety Manuals. • Compiles bid information into packets, places notice in newspaper regarding bid and provides bids to vendors. • Interacts with newspaper representatives to place news releases and help wanted ads in paper(s). • Obtains training and certifications for CPR, First Aid and AED Instructor status. • Acts as Chairperson of the Safety Committee, provides a Safety Coordinator’s report of accidents/incidents during each meeting and has input into the agenda development for each meeting. • Makes certain the orientation and safety training of supervisors and staff regarding Park District vehicle liability and safety information is completed. • Coordinates and prepares responses to PDRMA’s Evaluation Guidelines for the Loss Control Program Evaluation meeting and participates in said meeting. • Ensures compliance with all federal, state and local laws and regulations related to safety and insurance. • Assists with the development and revision of the District’s Safety Manual. • Reviews night security reports for safety-related issues. Performs follow-up with appropriate form(s), photos and investigation, as well as alerts Director and Department Heads to situation. • Attends PDRMA Risk Management Institutes and other meetings/seminars as required or recommended. • Becomes knowledgeable about current policies and procedures from PDRMA and routes all relevant and important information from PDRMA regarding safety, loss control, etc. to Director and Department Heads. • Monitors the safety elements of departmental in-services and ensures proper training. • Makes certain all District job descriptions include safety responsibilities. • Submits driver abstracts for all applicable employees and reviews results for any discrepancies or problems. • Reviews Accident/Incident, Property Loss and Vehicle Accident Reports, sends those reports which are of an important and urgent nature to PDRMA, makes follow-up calls and logs incidents on appropriate OSHA form(s). • Processes pertinent paperwork concerning insurance claims, worker’s compensation claims, etc. • Reviews required certificates of insurance for appropriate dates and coverage. • Maintains updated files of certificates of insurance, loss control and safety program components. • Submits background checks for all new hires. • Ensures safety inspections of sites and facilities are being done to identify unsafe conditions or practices. • Reviews all inspection forms (i.e., fire, vehicle, playground equipment, grounds and facilities, etc.) for concerns or errors. • Monitors District activities to promote and ensure proper safety adherence. • Coordinates disposal of old records from each department and obtains approval from state to do so.
BENEFITS Medical Coverage • Dental Coverage • Life Insurance (basic & voluntary) • Pension / Defined Benefit Plan (IMRF) • 457 Plan (voluntary) • Paid Holidays, Vacation, Personal Days • Other employee membership perks and discounts
HOW TO APPLY AND APPLICATION DEADLINES Interest in Administrative Assistant / Safety Coordinator position can be expressed by submitting a Norridge Park District Application, Cover Letter and Resume to Karyn Roth, Superintendent of Recreation, KRoth@norridgepk.com. Applications can be found at www.norridgepk.com. Materials should be submitted by Friday, February 23, 2018 at 5:00 p.m.