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

JOB SUMMARY: Responsible for coordinating, instituting and supervising a comprehensive, proactive, District-wide safety and risk management program that is intended to control losses and which will follow the guidelines established by the Park District Risk Management Association (PDRMA). Accountable for profit & loss of designated areas. Direct supervisory responsibility for one part time employee. Examples of duties include: Formulate, implement and monitor policies, procedures and guidelines to address safety and risk management issues. Report and manage liability claims for the district and in cooperation with PDRMA. Oversee insurance requirements for contractors and audit the collection of insurance certificates. Coordinate the establishment of facility fire and security alarm systems. Review special event plans and inspect special event sites. Serve as chairperson of the safety committee, prepare agendas, conduct meetings, and initiate follow-up action as required. Review and investigate accident reports when appropriate. Develop, coordinate, conduct or hire training contractors, and document all safety training programs for staff (i.e. back injury prevention, defensive driving, fire prevention, blood-borne pathogens, hazardous material handling, lock-out/tag-out) Conduct property, facility and safety equipment inspections throughout the district and other periodic inspections as assigned. Prepare and administer annual safety program budget.

QUALIFICATIONS: Four-year degree or comparable experience in risk management, safety, industrial hygiene, public administration, or a closely related field strongly preferred. At least three years of experience in safety, risk management, or parks and recreation. Must be able to become certified CPR, AED and First-aid training within 90 days of employment. Valid IL driver’s license required.

SCHEDULING & PAY: This is a full time exempt (salary) position. Hours are Monday – Friday, 8:30am – 5pm. Target hiring range: $50,000 - $65,000 annually

BENEFITS WE OFFER: In exchange for your time and talent, we offer a generous benefit package, including: Medical Coverage, PPO or HMO, Dental Coverage, Prescription Coverage, Vision Reimbursement Program Life Insurance, Short- and Long-Term Disability (IMRF), Pension / Defined Benefit Plan (IMRF), 457 Plan / Defined Contribution Plan, Paid Time Off & Paid Emergency Leave, Tuition Reimbursement, Professional Membership Dues Reimbursement, Park District Facility Discounts and Usage Benefits.

APPLY ONLINE Visit us at www.GlenviewParks.org – click on “Jobs” at the top of the page. Application Deadline: May 3, 2019 If interested, please apply early. Recruiting and interviewing will begin immediately.

Due to the upcoming retirement of the incumbent, the Skokie Park District is seeking to hire the position of Superintendent of Parks. This position reports to the Executive Director and oversees a full-time staff of 19 along with part-time and seasonal staff. The approximate start date for the position will be late May, 2019. Learn more about our District by visiting www.skokieparks.org.

POSITION QUALIFICATIONS: The ideal candidate will possess:

• Bachelor’s degree in Parks Management, Parks and Recreation or a related field

• Minimum of eight (8) years of progressive experience in the development, care and maintenance of parks and recreation facilities

• Minimum of five (5) years supervisory and leadership experience of full-time and seasonal staff

• CPRP or CPRE preferred

• Must be able to obtain and keep current CPR/AED certifications

• Must possess a valid Illinois Drivers’ License

Other Qualifications: Must possess strong interpersonal, leadership, organizational, communication and customer service skills. Must possess a strong attention to detail to ensure all parks division personnel are operating to the District’s standards. Must be able to pass a pre-employment physical, drug test, Illinois Drivers’ License record check and criminal background check.

POSITION DUTIES: The Superintendent of Parks is responsible for the administration, management, operations, planning, organization, staffing, supervision, evaluation and budgeting of all aspects of the Parks Division's operations. Directs and administers a comprehensive maintenance program for the 43 parks, multiple buildings and recreational facilities operated by the District. Directly supervises the Parks Supervisor, Landscape Supervisor, Operations Supervisor and Parks Division Office Manager; indirectly supervises all other Park Services staff. Develops and administers the annual Parks Division, Building Improvement and Vehicle Replacement budgets. Assists the Executive Director in the development of the District’s Comprehensive Master Plan.

Responsible for planning, coordinating and management of internal and contracted projects and construction throughout the District including pool and recreation center construction and park and playground renovations. Acts as construction manager and is responsible for record keeping and documentation of all construction work; approves pay requests. Utilizes a computerized maintenance work order system - MAIN-TRAC to assign work. Responsible for the procurement and bidding of supplies, materials, equipment and contractual services. Creates bid documents. Serves on the District’s Safety Committee; performs accident and incident investigations. Performs other duties as assigned. The complete job description is available upon request.

Hours: This position generally works Monday through Friday, 7 AM to 3:30 PM with some occasional weekend special event duties and responsibilities.

To Apply: Complete online employment application, the link is below: https://www.applitrack.com/skokieparks/onlineapp/JobPostings/view.asp?AppliTrackJobId=434

Please attach cover letter and resume to online application.

The Skokie Park District is an equal opportunity employer.

The Glen Ellyn Park District is seeking a highly motivated, organized, creative, resourceful, multi-tasker, with ability to work both independently and with others. Responsible for the planning, implementation and management of capital projects including coordination and oversight of outside consultants, trades and contractors, annual maintenance programs, asset replacement, and general park and facility improvements. Other responsibilities include short and long-term planning, budgeting, bids, memorial/dedication initiatives, A.D.A. oversight, grant and alternative funding research, negotiating professional services contracts, board and public presentations and best management practices.

Qualifications: A bachelor’s degree in Landscape Architecture, Architecture, Engineering, Community/Regional Planning or closely related field plus at least two (2) years of related experience is required. Certification in irrigation installation and/or playground safety is preferred. Candidates should possess the ability to work independently and with others, solve problems comprehensively, be creative and resourceful, perform in a fast-paced and multi-tasked environment, detail-oriented with excellent time management and ability to perform tasks on time and on budget. Proficiency in the use of computers and relevant industry technology with the aptitude to research and learn other systems. Candidate should possess friendly and effective interpersonal, written, verbal and telephone communication skills. Proficiency in written communication including clear writing, grammar, punctuation, spelling and vocabulary. Position will be required to make public presentations within various settings including Park District Board meetings and Village oversight committees.

Hours: The Park Projects Manager is a full-time salaried employee. General work hours are a minimum of 40 hours per week. General work hours take place Monday through Friday with some evenings and weekends due to meetings, projects and other responsibilities.

Interested candidates should apply online at: https://www.applitrack.com/gepark/onlineapp/ You are encouraged to attach a cover letter and resume. The Glen Ellyn Park District has a highly competitive benefits package including health insurance, life insurance, paid time off (including holiday, vacation, personal, and sick), and a defined benefit pension plan with the Illinois Municipal Retirement Fund. The Glen Ellyn Park District is an Equal Opportunity Employer.

Closing Date: May 16, 2019 or when filled

Description: Under the Supervision of the Executive Director, the Administrative Assistant is responsible for the operation of the administrative building office, assisting the Park District Team on systems, procedures and policy, performing general office functions, and oversees the rental process of specific park district facilities.

Qualifications: ● High school diploma, college coursework preferred ● Proficient in cash handling procedures ● Proficient in computer operations ● Experienced in registration software, preferably MaxGalaxy ● Possess clerical and organizational skills ● Ability to maintain positive and effective working relationships with other employees ● Must be able to make independent decisions and manage multiple tasks simultaneously ● Must have great problem solving, analytical, organizational, flexible, interpersonal and written and verbal communication skills.

Responsibilities: ● Responsible for providing a full range of administrative support to the Park District team by implementing systems, procedures, and policies and monitoring team projects.
● Perform administrative office tasks including answering phones, processing registrations, and other general office functions. ● Assist in entering and processing accounts payable, and filing related paperwork. ● Assist in preparing/reconciling deposits, delivering to the bank, and filing related paperwork. ● Assist in preparing and processing monthly EFT/ACH billings. ● Assist in organizing and maintaining the business department’s filing system. ● Maintain a high quality service oriented environment at all times. ● Address customer requests or complaints as needed. ● Oversee the rental process of specific park district facilities including but not limited to staffing, setup / take down. ● Work closely with other departments on projects that may be required or assigned. ● Responsible for processing mail.

Position is an exempt, full-time year-round salary position. District offers a benefit package which includes medical, dental, IMRF pension, vacation, holiday and sick time. Position may include evenings, weekends and holidays.

To Apply: Email your resume to Jackie Iovinelli, jiovinelli@pdofp.org