Administrative Assistant

Summary: Under the direction of the Executive Director, the Administrative Assistant shall be responsible for all administrative services for the Executive Director, as well as assist the Board of Commissioners and Department Heads.

Qualifications: A minimum of an Associate’s Degree in Communications, Business, Recreation or related field combined with five years of successful experience supporting executive staff is required. Candidates must possess an ability to perform in a fast-paced environment to solve problems comprehensively and efficiently. Knowledge of office procedures, board meeting procedures and business management with experience in the use of office machines and computers. Excellent understanding of computer operations such as Microsoft Word, Excel, Publisher, Power Point, etc. Knowledge of modern office support skills and procedures and standard methods of filing. Proficiency in written communication including clear writing, grammar, punctuation, spelling, and vocabulary. Ability to establish and maintain positive and cooperative working relationships with a focus on quality services to the community and internal staff. Ability to utilize initiative and sound, independent judgment within established guidelines; prioritize, organize and coordinate work activities. Proficiency in verbal communication with skills in organizing and advanced planning and analytic ability.

Hours: Typical hours are M-F, 8:30-5:00 but some evening and weekend hours are expected.

Special Requirement: It is the responsibility of the Administrative Assistant to maintain confidentiality of assigned administrative and personnel related tasks and duties. Violation of this responsibility will be considered cause for dismissal.

Essential Functions: Administration:

1. Draft and prepare letters, agreements, and reports as assigned by the Executive Director.

2. Maintain all files of the Executive Director, as well as board, park, legal and bid files.

3. Maintain open communication with other park districts, government agencies and businesses on behalf of the Executive Director.

4. Coordinate the development of and adherence to essential working documents of the Geneva Park District including, but not limited to, the Master Plan, Short and Long Range Goals and Objectives, Community Surveys, District assessments and personnel, facility, and operational manuals.

5. Prepare all Board meeting packets, attend meetings and draft and prepare all meeting minutes.

6. Prepare all Foundation meeting packets, attend meetings and draft and prepare all meeting minutes.

7. Oversee communications and donations in relation to Foundation fundraisers.

8. Prepare all Administrative staff meeting agendas, attend meetings and draft and prepare all meeting minutes.

9. Coordinate and advertise all special public meetings, ribbon cuttings, ceremonial events, etc. as well as assist in planning District staff meetings.

10. Maintain comprehensive records including bid packets, plans, agreements and grant documentation for all grant and bid projects.

11. Maintain effective communication with all applicable staff, contractors, and public agencies during all grant and bid projects.

12. Process all staff and agency memberships, as well as registrations for business meetings, seminars and conferences.

13. Coordinate the successful completion of agency reviews, including but not limited to Distinguished Agency Accreditation and Risk Management Review, collaborating with Department Heads to ensure best practices are established.

14. Assist in drafting and preparing letters, agreements, and reports as assigned by Department Heads.

15. Review District documents as directed, including but not limited to brochures, flyers, and letters, for accuracy, grammar, etc.

16. May assist business department with accounts payable/receivable.

17. May assist business department with payroll.

18. Other duties as assigned.

Safety Program:

1. Understand the Park District’s safety procedures and requirements. This includes completion and follow through on all accident reports, emergency safety procedures, reporting of hazardous equipment, facilities or conditions. Report all incidents and potential hazards to the Safety Committee as soon as possible.

Marginal Functions:

1. Assist all employees of the Park District as needed.

Cognitive Considerations:

1. Must exhibit good problem solving ability and judgment.

2. Must keep sensitive information confidential.

Physical Requirements:

1. Ability to operate Park District vehicles.

2. Handling Park District materials up to 50 pounds. Assistance will be provided when necessary.

Please apply online at www.genevaparks.org/about/employment

Looking to work and grow in a fun and fast-paced environment? Looking to take that next step in your aquatics career? We are seeking an outgoing and upbeat individual with experience in aquatics/recreation/hospitality to join our Management team. The Springs Water Park, open year-round, offers over 45,000 square feet of slides and other water attractions as well as an arcade, snack bar and full-service bar. We are attached to the Ingleside Hotel, a full service hotel and conference center just off of I-94 in Pewaukee WI (20 minutes west of Milwaukee).

You will be responsible for water park operation, staffing, and safety of the water park grounds (including Snack Bar and Arcade) while achieving established financial and guest service goals. Great opportunity to showcase your strong leadership and organizational skills daily.
•Work closely with the Director of Water Park Operations and General Manager to achieve established expectations for the water park, snack bar and arcade •Provide a safe, healthy environment for all guests and associates •Create success for yourself and those around you

Qualifications: Team leadership experience required. Aquatics or water park experience strongly preferred. Ellis lifeguard and/or lifeguard instructor experience preferred.

We offer an attractive salary and benefit package including medical, dental and life insurance, vacation and personal days, a partially funded 401k plan, free meals, associate rates at our hotels , along with tuition reimbursement. If you like being recognized for a job well done, enjoy learning, appreciate growing and being part of a successful team, we would love to speak with you!

Please send resume with salary requirements to Diane Jock, HR Manager at djock@theinglesidehotel.com

Our goal is to improve the quality of work life by using fair and consistent treatment and providing equal growth opportunities for all team members. EOE/AA/M/F/D/V

The Registration Clerk is responsible for front line customer service. The Registration Clerk is a part time employee working no more than 35 hours per week. Standard weekly hours are Monday – Friday, 8:30 a.m. – 3:30 p.m., with a rare night or weekend event. Work pace is moderate depending on the task required. The position of Registration Clerk requires the ability to work in a sedentary work level (30 lbs. or less).

QUALIFICATIONS:
The Registration Clerk should have at least three years in a customer service related position. The Registration Clerk must have experience working Microsoft computer programs. Experience with Vermont Systems, Inc. (VSI) RecTrac 3.1 preferred. The Registration Clerk must have a high school diploma (or equivalent) and two years of college credits.

IMMEDIATE SUPERVISOR:
The Registration Clerk is under the supervision of the Superintendent of Recreation.

ESSENTIAL FUNCTIONS:
1. Greet all patrons, members and participants in a professional and courteous manner as they enter the Heritage Center. 2. Answer the telephone in a professional and courteous manner and direct the call to the appropriate person. 3. Answer all of the patron’s questions via in person, on the telephone or email; or direct the patron to the appropriate person for the question to be answered. All of this is to be done in a professional and courteous manner. 4. Process all program registrations, refunds, and program cancellations at the Heritage Center. 5. Assist staff in processing billing payments in VSI for Preschool and Summer Camps. 6. Assist patrons in completing all paperwork including contracts and permits for rentals or other programs. Be the lead person inputting the information into VSI. 7. Order all supplies necessary for daily operations at all Park District facilities. 8. Create newsletters for the local residential communities and school districts to help promote Park District services. 9. Assist other team members with participating in and preparing for Special Events. Copying and distribution of information or materials, and scheduling facilities. 10. Knowledge of Park District policies and procedures. 11. Perform other duties as assigned.

DESIRED KNOWLEDGE, SKILLS AND TRAITS: 1. Excellent customer service skills, (internal and external customers) 2. Knowledge and experience with computers and Microsoft Office. 3. Knowledge and experience with VSI: RecTrac 3.1 preferred. 4. Ability to successfully use the secondary electronic devices: copy machine, postage machine, laminator and label maker. 5. Work well with all departments and personalities.

MARGINAL FUNCTIONS: 1. Have a basic knowledge of all facilities, parks, programs, special events, and memberships; or know how and where to obtain the information. 2. Assist all employees of the Park District as needed.

PSYCHOLOGICAL CONSIDERATIONS:
The Registration Clerk may feel added pressure from the volume of calls, walk in requests, emails about programs, special events and general Park District information. The Registration Clerk must remain calm and continually share Park District information with patrons.

PHYSIOLOGICAL CONSIDERATIONS:
The Registration Clerk must be able to bend, stoop, lift items weighing up to 30 pounds, turn, sit, and stand for short or extended periods of time.

ENVIRONMENTAL CONSIDERATIONS:
The Registration Clerk may be exposed to elements when assisting with outdoor functions. Most activities are performed indoors; the outdoor conditions may include lighting and extreme temperatures.

COGNITIVE CONSIDERATIONS:
The Registration Clerk must exhibit good problem solving ability and good judgment in keeping with the mission of the Park District. The Registration Clerk must be in compliance with the loss prevention and safety policies of the Park District.

TO APPLY: Please send a resume and cover letter to Shannon Elsey, Superintendent of Recreation: shannon@obtpd.org.

Full Time - Club Rec & Camp Coordinator

The Lombard Park District is seeking an enthusiastic, energetic, fun, and motivated individual to manage Club Rec, our before and after school program. In addition, the coordinator will oversee summer camp, school day off programming, school break camps, and special events. The Coordinator is responsible for the development, administration and coordination of Club Rec, school day off programs, and camps. The Coordinator will assist the Program Manager on designated programs and events. The mission of the Lombard Park District is To Provide People with Quality Recreation Opportunities to Enjoy Life. The Lombard Park District is an Illinois Distinguished Accredited agency, governed by an elected board, and staffed with over 340 dedicated employees. The District is a past winner of the National Gold Medal award from the National Recreation and Park Association. The District is an Illinois Distinguished Accredited Agency as well as National Recreation and Park Association CAPRA Accredited Agency. These awards provide recognition and set the foundation of the District’s exceptional services to the community of Lombard and our residents.

Qualifications: Bachelor’s Degree from an accredited university in Recreation, Leisure Studies or a related field. Minimum of 2 years of full time professional related experience or a combination of education and related experience. Independent, innovative, adaptable, and organized, with strong recreation programming and management skills. CPR, First Aid, AED certification required or training will be provided.

We offer competitive compensation based on experience and qualifications. Our benefit package includes medical, dental, vision, life insurance, flexible spending account, 457 plan(s), IMRF Pension, tuition reimbursement, vacation, holidays, sick time, and personal days.

We are an Equal Employment Opportunity Employer!

To Apply: Please visit us at www.lombardparks.com – go to “Home” and then “Job Opportunities” to complete our online job application. Please attach a resume and cover letter.

Please include Cover Letter and Resume

ABOUT US: The Lombard Park District is governed by an elected board and staffed with over 450 dedicated employees. Our mission is to provide recreation opportunities for people to enjoy life and we have also won several notable awards. In 2009, the District won the National Gold Medal award from the National Recreation and Park Association. In 2014, the District became an Illinois Distinguished Accredited Agency through the Illinois Association of Park Districts and Illinois Park and Recreation Association. In 2016, the District received accreditation from Commission for Accreditation of Park and Recreation Agencies. In 2017 and 2018 the District was awarded 1st place in Agency Showcase, the statewide marketing competition presented by the Illinois Parks and Recreation Association. These achievements support the exceptional services we offer to the community of Lombard.

QUALIFICATIONS: Qualified candidates must possess a Bachelor’s Degree in Graphic Design, Graphic communications, or related field. Applicant must have at least one year of experience in graphic design. Experience working within a park district or municipality environment preferred. Ability to build relationships with internal customers. Self-starter highly organized with excellent communication skills. Must be able to manage multiple priorities and meet deadlines. Proficient working with Apple Mac and software: Adobe Creative Suite (InDesign, Photoshop, Illustrator). Knowledge using a DSLR camera required. Experience with coordinating e-newsletters preferred.

JOB SUMMARY: The Graphic Designer is responsible for designing and preparing artwork and print material, taking projects from inception to completion. Oversee the production of the quarterly brochure, including providing a schedule for Program Managers, exporting copy from Rec Trac, layout and design of pages, advertisements, covers, proofing and final print product. Assist the Marketing & Communications Manager with the design and production of all visual marketing communication materials for the District including but not limited to flyers, tri-fold brochures, bulletin boards, newsletters, posters, postcards, and advertisements. Design content for Web: social media, district websites, and e-mail newsletters. Continuously update the District’s social media accounts and stay current on trends. Act as the District’s photographer at events, programs and facilities.

This is a full time exempt position. Hours are Monday through Friday from 8:30 am to 5:00 pm. Some occasional evenings and weekend days for special events may be required.

Our benefit package includes medical, dental, vision, life insurance, flexible spending account, 457 plan(s), IMRF Pension, tuition reimbursement, vacation, holidays, sick time and personal days.

We are an Equal Employment Opportunity Employer.

Visit us at www.lombardparks.com - click on “home tab” select “job opportunities”

Please include Cover Letter and Resume