Administrative Assistant

POSITION SUMMARY

The Lake Bluff Park District has a dynamic staff that consists of 15 full-time, 100 part-time and 200 seasonal employees.  Commissioners and staff work together to enhance the community through recreational experiences in a fun, safe and healthy environment.  The Administrative Assistant is responsible for providing a wide array of complex, diverse and confidential administrative support to the Executive Director and Park District Board as well as provide limited support to the Management team. Main functions include: preparing the team for bi-monthly Board meetings including packet preparation, correspondence proofreading and drafting, and basic administrative duties.  This position maintains a filing system to ensure documents are easily accessible and confidential. This position deals with sensitive and occasionally controversial issues affecting the public and employees in the department.  It requires a high degree of independent judgment and a thorough knowledge of Park District functions, mission, vision, values, policies and procedures.

HOURS AND PAY

This is a part-time year round position working approximately 24-28 hours/week.  Work hours are flexible and are subject to change based on operational need.  A typical schedule will be Monday, Wednesday and Thursday from 8:30am – 5:00pm, occasional work on a Tuesday or Friday may be needed. Position has the ability to work remotely on a limited basis.   The hiring range for this position will be $25.00 - $30.00 per hour depending on qualifications and includes participation in the Illinois Municiple Retirement Fund (IMRF), Paid Time Off, and Facility usage benefits.

ESSENTIAL DUTIES

- Provide administrative support to Executive Director, Board and Management team staff support by using word processing, spreadsheet, and database software to prepare reports, memos, and documents

- With the Executive Director, prepare meeting agendas, supporting material, and assist with the room set-up for distribution for Board meetings

- Ensure the timely distribution of material to the Board

- Support the Board and staff with meeting, travel and other arrangements

- Create action list for management staff from Board meetings

- Assist with financial reports as required

- Prepare and send outgoing faxes, mail, and courier parcels

- Code and file material according to the established procedures

- Update and ensure the accuracy of the organization's databases

- Post bid packets for Management Team

- Draft memos for the Executive Director and review staff correspondence

- Coordinate and assist Executive Director with the budget and strategic planning process

- Assist with Foundation event information, meeting materials, agendas, Trustee term renewals, minutes, thank you letters

- Assist with the filing of county, state & federal reports

- Preparing Executive session review every 6 months

- Review meeting minutes and coordinating signatures

- Ensure the Board approved policies and manuals are updated

- Coordinate Board and Committee member program participation and sending surveys

- Coordinate OMA and FOIA certification

- Ensure Executive Director and Management staff are aware of yearly legal calendar requirements

SKILLS/QUALIFICATIONS

High School diploma or equivalent (some college education preferred). Park District background a plus. At least five years of progressively responsible administrative support for an executive group required or any combination of training and experience that provides the following knowledge, abilities and skills:

- Considerable knowledge of business terminology, spelling and punctuation, as well as office practices and procedures with good skill and knowledge of word processing and database computer programs 

- Ability to establish and maintain effective working relationships throughout the district

- Ability to learn, understand and incorporate rules, regulations and procedures into daily activities, including general knowledge of laws pertaining to local government

- Ability to multi-task many variable duties and responsibilities

- Ability to read, understand and interpret manuals, ordinances, policies and procedures, statutes, rules, regulations, journals, newspapers, memos, letters, reports, financial reports and legal documents

- Proficient in Microsoft Office

- Excellent written and verbal communication skills

- Ability to work independently

- Ability to multitask and maintain attention to detail

- Excellent organization skills