The Arlington Heights Park District is seeking a full-time Administrative Assistant to assist the Executive Director by performing strategic administrative and clerical duties to fully support the operation and functions of the office of the Executive Director. Located in the third largest suburb in Cook County, IL, the Arlington Heights Park District serves a diverse population of over 78,000 residents by offering more than 3,200 programs annually at its 58 facilities and parks. Our talented team consists of 103 full-time and 60 year-round part-time employees, and seasonally we grow to over 1,100 seasonal employees.
ESSENTIAL JOB DUTIES • Performs all administrative and clerical duties for the Executive Director and the Park Board of Commissioners • Schedules the Executive Director’s appointments, as needed • Serves as an assistant to the Secretary of the Park Board of Commissioners and maintains the official Ordinance and Minutes Books of the District and coordinates Commissioner election preparations • Acts as the Freedom of Information Officer for the Park District in compliance with the Illinois Freedom of Information Act • Coordinates the scanning, retention and storage of records, documents, plans, etc. for the District and maintains compliance with record keeping regulations • Serves as a website department administrator (WDA) for updating and maintaining the Executive Director office’s information on the District’s website and intranet site • Maintains state and local liquor licenses for Arlington Lakes Golf Course, Heritage Tennis Club and Nickol Knoll Golf Club • Maintains the Minutes books for all Park Board appointed committees. • Maintains and updates the online Arlington Heights Park District Employee and Commissioner Phone Directory for the Park Board of Commissioners and staff • Maintains and updates the Employee Recognition and Employee Longevity lists and assists staff in preparing employee recognition letters and resolutions • Administers all aspects of employee recognition and longevity recognition programs, and coordinates and hosts the annual December Employee Recognition event • Attends, takes notes, and transcribes minutes at various meetings including the Committee of the Whole and semi-monthly Park Board meetings • Prepares and maintains the Index Minutes notebook • Prepares the annual tax-exempt property list and statement of economic interest list including memorandum to those on the list • Coordinates the Distinguished Agency Accreditation process, maintaining files for the review meetings • Coordinates and prepares weekly Park Board packets and arranges for delivery to the Commissioners • Makes conference registration, lodging and travel arrangements for Park District Commissioners and District staff • Maintains a tickler file of Park District agreements and items of a recurring nature, and initiates review and/or action for follow-up • Reviews Village of Arlington Heights Board and Committee meeting minutes and agendas • Establishes, maintains, and updates a variety of records and cross-referenced administrative files and an index of Park Board meeting subjects • Maintains the original Policy Manual of the Park District and distributes updated materials, as required • Maintains and updates the District-wide Procedures, and posts/uploads updates as needed • Maintains a current list of full-time employee and Park Board member birthdays and provides labels and cards for the Executive Director to sign • Maintains the District’s holiday card list and orders and distributes the cards annually. • Enters all purchase orders, invoices and P-card receipts for the Park Board Members, Executive Director and the Executive Director’s secretary. • Prepares all Park District gift certificates requested by/donated to various Arlington Heights organizations • Attends work on a regular basis
REQUIRED KNOWLEDGE AND COMPETENCIES • Strong knowledge of the standard practices of executive level office administration; experience working for a Park District Executive Director or other public sector executive highly preferred • Strong word processing, mail merge, spreadsheet and presentation development skills using Microsoft software products including Word, Excel, PowerPoint, Outlook, etc. • Ability to learn our website content management software • Strong knowledge of the Open Meetings Act and the Illinois Freedom of Information Act • Capacity to maintain confidentiality of Executive Director Office and Board of Commissioners information • Ability to work independently and to use independent judgment in day-to-day operations with general direction from immediate supervisor • Ability to cooperate with and interpret Park District philosophies in relation to governmental, public and private groups and agencies and to the general public • Capacity to provide a high level of customer service to internal and external customers • Ability to maintain complex clerical and computerized files and records and to prepare reports from such records, as needed • Ability to transcribe minutes accurately from notes taken during Park Board meetings • Ability to maintain and enforce confidentiality of assigned administrative and Park Board duties and projects • Good knowledge of pertinent safety precautions • Ability to maintain positive and effective working relationships with other supervisors and subordinate employees • Ability to work harmoniously with fellow employees, patrons, community groups and other units of local government. • Capacity to utilize effective time management skills and be able to work under the stress of multiple deadlines, requests from other departments and interruptions with accuracy • Ability to maintain self-control and composure in difficult situations • Ability to follow directions and communicate in English verbally and in writing and to read and understand materials printed in English • Capacity to utilize computer skills, including demonstrated proficiencies in word processing and basic spreadsheet and database applications • Capacity to proactively troubleshoot, problem solve and make sound judgments with respect to confidentiality • Ability to pass the Park District’s Defensive Driving training, in order to drive to various Park District locations
EDUCATION, EXPERIENCE AND TRAINING
• High school graduate or G.E.D. supplemented by studies in business or office administration
• Minimum of three to five years’ experience performing executive level administrative or secretarial work
• Or, any equivalent combination of education, experience and training • Valid Illinois Class “D” Driver’s License • CPR and AED Certification required within six months of employment
HOURS: Monday through Friday, 8 hours a day, 8 am to 4:30 pm and attendance is required at evening and/or weekend meetings, as directed, usually three evenings per month
TO APPLY: Qualified applicants should submit their resume, cover letter, and three professional references to Nancy Aldrich, Superintendent of Human Resources, Arlington Heights Park District, 410 N. Arlington Heights Rd., Arlington Heights, IL 60004 by March 26, 2018. The Arlington Heights Park District is an Equal Opportunity Employer.