Executive Assistant and FOIA Officer
The Executive Assistant and FOIA Officer is a Full-Time Position. We offer competitive compensation. 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.
Job Purpose:
The Executive Assistant performs complex administrative support for the Executive Director and assists, when necessary, Department Heads with varies assignments/projects. Work requires the exercise of considerable initiative, independent judgement, and discretion with information with regards to correspondence, telephone calls, visitors, and mail.
Essential Functions:
- Responsible for compilation and distribution of Board Packets and meeting agendas.
- Assist residents who call for information related to Board Meetings or other District matters.
- Independently compose correspondence relating to assigned responsibilities and provides templates for pending board action items.
- Attend and take minutes at all Board Meetings and other meetings as required.
- Type memos, letters or other documents from handwritten notes and/or recordings.
- Maintain complete central filing system, including, but not limited to; ordinances, resolutions, contracts, correspondence, bids and archives; revising and reorganizing as needed.
- Designated to complete open meetings training annually to ensure agency compliance.
- Post all Board and Public Meetings and agendas in accordance with the Open Meetings Act.
- Serves as the FOIA contact (Freedom of Information Act), taking annual training and fulfilling requests for records.
- Performs the job safely and in compliance with District safety rules and procedures.
- Creates Annual Park District Board Calendar and Board Action Calendar.
- Bi-annually brings Closed Session Minutes to the Board for release along with verbatim records.
- Updates Districts Procedures and Policies annually through the District’s intranet system, the HUB.
- Plans the Elected Officials BBQ as well as other special Board and outreach meetings.
- Plans the staff holiday party along with the Executive Director.
- On boards new staff with Administrative/FOIA/OMA/Board information.
- Completes monthly expense reports by gathering receipts, creating purchase orders and completing statements.
- Manage Administrative calendars, sending invites to Board and All Staff Meetings.
- Gather information and updating of the Municipal Guide throughout the year and the Park District Rules and Regulations Governing Use of the Park District.
The Park District of Oak Park is an Equal Employment Opportunity Employer!