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. • 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 can be expressed by submitting Cover Letter and Resume to Karyn Roth, Superintendent of Recreation, KRoth@norridgepk.com.
The Park District of Oak Park is actively recruiting a Full-Time Information Technology Manager. We offer a competitive compensation package that includes a salary of $63,360 - $79,200 based on experience. Also included is health, dental, vision, IMRF, flexible spending account, vacation, personal days, sick days and a $300 live well benefit.
This position is responsible for managing all aspects of technology and telecommunications for the organization, including strategic and day-to-day operations. The IT Manager will be accountable for delivering and maintaining computer services and digital security to users throughout the organization through planning, technical leadership, and project coordination.
Please review the job description and apply online at www.pdop.org.
We are an Equal Opportunity Employer!
WORK HERE PLAY HERE!
Dundee Township Park District is looking for a payroll rockstar to complete our team!
The Payroll/Accounts Receivable Specialist plays a vital role in our District ensuring that fellow team members are paid accurately, confirming data is correct and updating records as needed. In addition to those fun activities there are responsibilities for balancing and reconciling cash receipts and other accounts receivable activities.
But we are not all work and no play! Besides working in a fun environment, Dundee Township Park District offers many opportunities to enjoy our District! When you are not working here, you can play here at our pools, recreation centers, golf courses, zoo and our many programs for both you and your family.
Intrigued? Read on for more information regarding the position and how to apply.
Here are the fun details or essential functions, however this list isn't a complete list, it is just a snapshot. A full job description will be given upon hire.
-Process bi-weekly payroll to include, balancing, check distribution and all legal and tax filings.
-File and submit all required monthly, quarterly, and year-end reporting, taxes, and payments.
-Update payroll system when new policies and/or benefits occur.
-Complete audit preparations including payroll accruals.
-Maintain tip reporting and food and liquor sale records for 8027 reporting.
-Manage and review the W2/1099 reporting and processing for year end.
-Completes reconciliation and balancing of cash receipts daily.
-Completes all additional duties as prescribed by management.
-Assists other Park District employees when needed.
There are some skills that the right candidate needs to come with and they include:
-Undergraduate degree in finance or equivalent experience with at least three years of experience in accounting or payroll environment,
-Experience and/or be able to understand and apply applicable laws to payroll processes and procedures.
-Ability to understand financial applications and systems.
-Better than average Excel skills.
The position is located in the Rakow Center, however it may require traveling to another district location as needed.
We are a recreation center so sometimes the noise level in the work environment can go beyond normal office noise levels, especially during during special events. It can also be very fast paced and hectic especially during payroll weeks, but we come together as a team to get the job done.
The Payroll/Accounts Receivable Specialist is a year round full time position, the Business Service Office has normal business hours (not rockstar hours) between the hours of 7 a.m. to 5 p.m., a set schedule will be established. There may be a need to work some evenings and weekends depending on a need within the District.
Go to www.dtpd.org and click on job opportunities to apply today!