Summary Performs high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions for the Executive Director and Board of Commissioners. Work requires the exercise of considerable initiative, independent judgment, and discretion with information with regards to correspondence, communication, staff, customers, Board of Commissioners and partners. This position is distinguished from other administrative positions by the complexity of administrative detail assigned and the degree of expectation to proceed with a high level of accuracy, judgment, anticipatory action, high level of confidentiality, and independence.
Essential Duties and Responsibilities Includes, but not limited to the following. Other duties may be assigned.
Executive Director Support Supervises part-time and/or seasonal Administrative Assistants, interns, or volunteers assigned to the Director’s Team. Supports the Executive Director in all administrative functions on behalf of the Executive Director and Board of Commissioners. Transcribes dictation. Coordinates Executive Director events and out of town schedules; completes reservations for community and District functions. Coordinates Executive Director conference registrations, travel, and group dinner arrangements. Schedules and prepares agendas, presentations, and support arrangements for Executive Director’s external speaking engagements. Maintains District policy and procedure manual, to include collaborating with contributors; writing, editing, and recommending updates to the Executive Director. Assists with strategic planning. Leads the accreditation application process including monitoring of annual updates to requirements and coordinating organizational preparedness (e.g. coordinating with staff periodic updates to policies.) Manages and completes special projects as assigned, including Board projects, Foundation projects, joint programs, partnership projects, research projects, etc.
Board Support As designated liaison to the Board, streamlines communications between staff and Commissioners. Serves as Board Secretary, attending Board meetings and workshops, taking minutes, and abiding by the Open Meetings Act; coordinates annual Open Meetings Act trainings for Board members and applicable staff. Assists with executive recommendations and presentations to the Board of Commissioners. Assist with assembling and distribute Board reports and update the Board’s meeting calendar for each meeting, posting and distributing Board meeting notices according to established deadlines, and post information on the District’s website. Assists the Board of Commissioners in its governance by maintaining the District’s Administrative and Board Policy Manual, scheduling training and orientation, performing research, and serving as a technical resource. Coordinates Commissioner events and out-of-town schedules; complete reservations for community and District functions.
General Support Acts as FOIA officer for the District.
Community Relations Coordinates Executive Director or Board special events with staff, support services, and partners. Completes community event reservations, ensuring District presence at key community, association, and partner events. Collaborates with appropriate departments to coordinate community forums and public meetings. Monitors legislative and IAPD matters; communicates with lobbyist and elected officials; organizes annual legislative breakfast and Parks Day/Legislative Conference, if applicable.
Education and/or Experience The equivalent of a Bachelor’s Degree in Business Administration or Communications preferred (or equivalent combination of education and experience). A minimum of three years of related experience; supervisory experience preferred. Experience working with Board of Commissioners or City Council and strategic planning preferred. Must have the ability to communicate effectively verbally and in writing, and have strong organizational skills.
Benefits: Excellent benefit package including paid time off, health insurance, and pension.
The Park District of Highland Park is an Equal Opportunity Employer.
Description: Under the direct supervision of the HR and Safety Manager, the Human Resources Assistant is responsible for providing a wide variety of support to the Human Resources and Safety functions of the District, to include conducting new employee orientation, assisting with biweekly payroll, I-9 verifications, background checks, safety program support, filing, and data entry.
THIS POSITION IS CONSIDERED CONFIDENTIAL AND STRICT ADHERENCE TO THE EMPLOYEE CODE OF ORGANIZATIONAL VALUES IS REQUIRED.
Responsibilities: The Human Resource Assistant will conduct regularly scheduled employee orientations for all District staff. They will process background checks, driver abstracts, and I-9 forms. Maintains the Human Resource Information System (HRIS) through data entry, to include new employee information, address changes, wage adjustments, title changes, terminations, and other employee-related data. The individual will process and file records for personnel transactions, such as hires, promotions, transfers, performance reviews, and terminations. Tracks and submits information in compliance with federal, state and local personnel-related laws and requirements, including DOL, EEOC, ADA, COBRA, FLSA, and FMLA. Assists in submitting and keeping records of benefit participation, such as health insurance, pension, deferred compensation, and additional/supplemental insurance. Aids with annual open enrollment activities. Also, will assist with biweekly payroll, including but not limited to data entry, timecard review, verification of earnings and deductions, running reports, and transmitting applicable payroll data to outside agencies. The individual will assist with the processing and distribution of W-2 forms. Organizes and maintains personnel files in accordance with applicable federal, state, and local laws, as well as records retention guidelines. Updates and maintains a master database of job descriptions. Aids in recruiting efforts by posting employment opportunities on the District’s website, as well as other external websites as requested.
Qualifications: Associate’s degree from an accredited college or university; or one to two years of related experience and/or training; or equivalent combination of education and experience. Experience must include a basic understanding and knowledge of human resources practices within the workplace. Must have advanced skills in Microsoft Excel, Word, and Outlook; experience with Human Resources Information Systems (HRIS) such as ADP or Paycom; knowledge of database software and presentation software; and familiarity with web-based software programs. Must be available to work occasional evenings and weekends.
Hiring Range: $19 - $21/hour, DOQ Classification: Full-time, non-exempt (hourly) Benefits: Excellent benefit package including paid time off, health insurance, and pension. Close Date: Open until filled Apply: To apply, please submit an application and resume through www.pdhp.org. The Park District of Highland Park is an equal opportunity employer.
This position is responsible for promoting, selling and successfully executing events from 5 – 500 guests in both corporate and social markets with target markets of golf outings, social gatherings, weddings, and meetings. position is also responsible for the successful pricing, promotion, and scheduling.
REQUIRED EDUCATION, QUALIFICATIONS, KNOWLEDGE, SKILLS AND ABILITIES
Minimum of a bachelor’s degree in hospitality administration, business, marketing, or related field plus four (4) years or more of experience required; or eight (8) or more years of catering and banquet/event management experience with increasing responsibility. Strong ability and passion for providing guests with excellent customer service at all times. Must have the ability to mentor, direct, and lead staff by example to create an environment of excellent service. Must be proficient in the use of Microsoft Office Suite and Caterease or similar catering software. Must be positive, enthusiastic, and creative with good attention to detail and work long hours. Must remain professional at all times in appearance, voice, and follow through. Must have good organizational, interpersonal, and verbal and written communication skills.
Work the hours necessary to ensure a successful banquet and catering department.
Be proficient in and sell the appropriate product/service to clients while providing exceptional service.
Establish client base of organizations, associates, social, and corporate businesses through direct outside and inside sales efforts.
Develop and maintain ongoing relationships with key clients in order to produce additional business.
Actively solicit new business through creative marketing, cold calling, and referrals; and follow up on all leads timely.
Take the lead in daily social media updates.
Conduct tours of the banquet facilities and expose clients to its services; qualify potential leads and ensure appropriate and timely follow up.
Negotiate food and beverage prices, contracts, agreements, meeting room rentals, minimums, and other variable services with clients and vendors to maximize revenue.
Assist the client in menu planning; coordinate food/ beverage, meeting room set-up, AV equipment, and other services as requested by the client.
Confirm agreement in writing by using the catering sales contract and/or event order with clients and notify all departments affected in a timely manner.
Assist in the implementation and achievement of the continual sales and marketing plan for the Catering and Banquet Department.
Learn and understand the POS systems, Stromberg, and Springbrook, Paylocity, and/or any other new or implemented catering software.
Demonstrate financial accountability to maximize profitability while maintaining consistent quality.
Assist in long range planning and budget forecasting for the Catering and Sales division.
Develop and maintain positive staff morale through effective and consistent communication.
Ensure the banquet rooms are clean and attractive at all times for events and tours. Manage and run offsite catering events.
Manage contracts, deposits, and accounts receivable for all events in a timely manner.
Works with the Food and Beverage Director to update event menus and packages.
Accurately process and approve payroll and tips for assigned staff by each bi-weekly deadline.
REQUIRED CERTIFICATIONS, LICENSES, ETC
Must have and maintain: a valid driver’s license with acceptable driving record; and CPR/AED certified or obtain within one (1) year of employment; food sanitation certification; and BASSET certification.
Must be able to: occasionally remain in a stationary position for long periods of time and repetitive use of hands/arms/fingers while using a computer; frequently move about the facility to oversee operations. Occasionally position one’s self to move and access supplies weighing up to 25 lbs., and climb stairs/ladder. Frequently communicates verbally and in writing with staff and others. be able to drive for offsite events.
This position will primarily work in an office environment and will be exposed to cleaning chemicals, odors, smells, and wet surfaces.
Full-time year round position. Must be available to work a flexible schedule that includes nights, weekends, and holidays as necessary.
$60,000.00 - $70,000.00 per year, DOQ
We have a highly competitive benefits package including: health insurance, life insurance, paid time off (including holiday, vacation, personal, and sick), 457 deferred compensation plan, Illinois Municipal Retirement Fund (pension plan), medical and dependent flexible spending account, facility privileges for employee and employee's eligible dependents, etc.
To apply for this position go to: https://wheatonparkdistrict.clearcompany.com/careers/jobs/1df42822-c24f-d2f1-dc44-de8d3e7a2d0a/apply?source=1090178-CS-26822
The Wheaton Park District is an equal opportunity employer. EOE/M/F/D/V