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$25-$28/hour DOQ
The Administrative Assistant is a part-time position (20-24 hours per week) and is an important part of the success of the association and maintaining the brand and reputation throughout the state of Illinois. Tasks may include office management, preparing minutes, coordinating contracts, assisting with projects from start to finish, correspondence, scheduling, travel/logistical planning, maintaining files, distributing mail, and more. Perform a wide range of administrative and office support activities to facilitate the efficient operation of the organization.
Reports To: Executive Director
Essential Duties and Responsibilities
Customer Service
- Serve as main point of contact for phone calls, answering questions whenever possible and transferring calls as appropriate.
- Be familiar with all IPRA programs and offerings.
Office Management
- Maintain office supply inventories.
- Distribute incoming mail for all staff and coordinate outgoing mail.
- Coordinate maintenance of office equipment.
- Inventory and track storage inventory, utilizing the IPRA Paper Retention Policy.
- Communicate with the building management and facility contracts related to building cleanliness, comfort, safety, or security of leased office space.
Support for Executive Director/Staff
- Assist Executive Director with administrative duties as requested.
- Compile statistical information for Executive Director as requested.
- Attend and engage in staff meetings.
- Schedule and coordinate travel arrangements for Executive Director as requested.
- Schedule appointments and use calendar invitations for committee meetings considering schedules for a group of people.
- Book space at the facility and outside facilities for all meetings, in partnership with the Meetings Manager.
- Draft correspondence, and draft/maintain progress reports as requested.
- Assist Executive Director in preparing for Board meetings.
- Performs clerical tasks: sorting, filing, collating, name badges and mailing.
- Support other staff members on projects as needed.
- Collaborate with the Communications & Marketing Director on the job board, both approving posts as needed and answering member calls/emails. Take the lead on sending job board emails to members as appropriate.
- Occasionally take photographs at events and remind other staff to take photographs then follow up with them to get the photos back; maintain a file of the photos for marketing use.
Board Support
- Maintain contact information for all board members.
- Attend at all Board meetings, taking the official minutes of the Board meetings.
- Assist Executive Director and Community Engagement Manager with election process, including scheduling meetings, candidate interviews, correspondence, etc.
- Assist Executive Director with the Annual Business Meeting details prior to and on-site.
- Assist Executive Director and Meetings Manager with the annual Board Orientation and Planning Retreats (venue, food, other logistics).
- Contract/arrange for hotel rooms for board meetings, meeting space, travel, etc.
- Arrange travel support for Chair to attend Parks Day at the State Capitol, IPRA Conference, and NRPA Conference as needed.
- Assist in committee structure issues (call for volunteers, welcome letters, etc.) as directed.
Foundation Board Support
- Maintain the master donor list.
- Maintain contact information for all board members.
- Prepare meeting schedules for the year.
- Attendance at all Board meetings, taking the official minutes of the Board meetings.
- Maintain lists of foundation board/committee rosters. Keep information up to date. Create outlook distribution email lists for other staff to utilize- keep these up to date.
- Collaborate with Executive Director and volunteers on fundraising efforts.
- Support the Communications & Marketing Director and volunteers as needed in planning the silent auction.
- Support the volunteers on the scholarship application/review/approval process.
- Maintain lists with the Finance Director of scholarship recipients annually.
Qualifications
- Bachelor’s degree preferred or equivalent experience.
- Prefer at least four years of administrative experience.
- Experience working for a non-profit organization or association preferred.
- Willingness to work occasionally outside of business hours.
- Ability to travel for short business trips within Illinois.
Skills
- Highly organized and customer-service oriented.
- Write professionally and accurately, with attention to detail and audience.
- Trustworthy with highly confidential information.
- Maintain professional demeanor/maintain high level of visibility with IPRA and IPRF Boards.
- Accountable for completing tasks as assigned.
- Positive attitude and support our mission.
- Self-directed and work with limited supervision.
- Experienced multi-tasker who can prioritize work under demands of short timelines.
- Proficient with Word, Outlook, Excel, and PowerPoint, Teams and Zoom.
- Return all calls and emails within 24 hours (1 business day).
- Ability to work with a variety of people, think critically and solve problems.
- Ability to grasp the big-picture consequences of individual decisions is essential.
Physical Demands
While performing the duties of this job, the employee is regularly required to sit; use hands and fingers to handle or feel; talk and hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Visual work will be conducted on a computer monitor and use of keyboard with keyboard strokes.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. The noise level in the work environment is usually quiet with some outside noise distractions.
Other
- Attend and stay overnight at the Annual Conference for 5 nights in January - providing support for the onsite team.
- Attend and may include overnight stays at Board meetings or special events.
- May be called upon to assist with special projects and assume responsibility for the development, administration, and promotion of specific projects, as required.
- Assist in awards process, ordering plaques, coordinating attendance, etc.
- Perform other duties as assigned.
- Hours for this position are Tuesday through Thursday 9 am to 5 pm, working on site at the staff office.
- Pursue ongoing professional development opportunities, collaborating with the Executive Director to ensure costs are within budget.
Illinois Park & Recreation Association
Contact
Suzi Wirtz 708-588-2280 suzi@ilipra.orgClosing Date
Open Until Filled$27-$32 per hour
Title: Accounting Assistant
FSLA Classification: Non-Exempt
Summary:
Responsible for the day-to-day operations of finance, specifically accounts payable, and payroll. Must have great problem solving, analytical, attention to detail, organizational, interpersonal, and written and verbal communication skills. Work is performed by applying basic accounting knowledge/terminology and using spreadsheets and automated accounting systems. This position reports to the Business Manager.
Work Location
Grayslake Recreation Center, 240 Commerce Dr Grayslake IL
Hours
Full time- 40 per week Monday-Friday 8:30am – 5:00pm
Essential Job Functions:
- Solid understanding of accounts payable and in-house payroll processing
- Processes payments, invoices, journal entries, employee reimbursements and statements
- Verifies items billed against items ordered and reconciles differences through follow up with vendors
- Enters, update, and/or retrieves accounting data from automated systems
- Posts financial data to appropriate accounts in an automated accounting system, according to instructions
- Reviews on-line transactions for changes and accuracy and corrects errors
- Retrieves system reports
- Assigns codes, i.e. general ledger account numbers to invoices and/or payroll entries.
- Disburses funds using ACH, checks or petty cash
- Files and helps maintain records for destruction
- Assembles data in order to prepare monthly reports for review
- Ensures payroll entry is correct and reviews for accuracy prior to submitting for approval
- Makes all appropriate payroll payments, including but not limited to, payroll withholdings and taxes, pension payments, garnishments and associated payroll expenses such as health insurance
- Files all applicable state & federal payroll payments on a timely basis
- To perform this job successfully, an individual should have a working knowledge of MS Office Word; advanced Excel spreadsheet functions; and ability to learn financial/ accounting software packages
- This position involves regular contact and interaction with both internal and external customers
- Follows Park District and departmental safety, personnel and administrative policies, procedures and ordinances
Non-Essential Functions:
- Supports the front office staff as it relates to public inquiries and program registrations.
- Perform other duties as assigned which may include serving on committees.
- May be cross-trained in knowledge, skills and abilities of other related positions
Education/Experience:
· High school or equivalent; some college coursework preferred
· Knowledge of keyboard and data entry
· Two years customer service experience or prior office experience
· Two years related bookkeeping or accounting experience
· Or, any equivalent combination of education, experience, and training
Knowledge, Skills and Abilities
· A basic understanding of accounting, accounts payable and payroll preferred. Tyler/Incode ERP 10 and RecTrac experience is a plus but not required
· Knowledge of automated accounting systems
· Knowledge of spreadsheets and database software
· Knowledge of general record keeping and filing systems
· Knowledge of basic mathematics
· Ability to compare data from a variety of sources for accuracy and completeness
· Ability to detect and correct errors
· Ability to determine work priorities
· Know how to work well with others, and understand how to be a team player
· Ability to meet schedules and deadlines
· Ability to communicate effectively in written and oral forms
· Ability to operate standard office equipment
Necessary Special Requirements:
· First Aid/CPR/AED certification within six months of employment
Physical Requirements:
- Visual and hearing acuity to perform job-related functions.
- Ability to lift up to 10 pounds.
- Ability to talk, reach, grasp, kneel, stoop and bend.
- Ability to spend up to 90% of work time reading and/or sitting at computer terminal.
Working Conditions:
· Office environment with moderate noise level.
Salary & Benefits Offered:
Pay Range for this position is $27.00 - $32.00/per hour dependent on qualifications. The Park District provides an excellent benefits package, including medical, dental, vision, and life insurance. Participation in the Illinois Municipal Retirement Fund (IMRF) pension plan. Paid Time Off (sick, vacation, personal days and floating holidays), and more.
Application Deadline: Open until filled
To Apply: Send Employment Application and Resume by email to jvanzant@glpd.com
Grayslake Park District
240 Commerce Dr
Grayslake, IL 60030
More information at https://www.glpd.com/employment/ Questions: call (847) 223-7529
Grayslake Community Park District
Contact
Janet VanZant 847-223-7529 jvanzant@glpd.comClosing Date
Open Until Filled$113,000-$145,000
Village of Romeoville Human Resources Manager
The Human Resources Manager is a full-time position that supports the efforts of the Administration Department and the Village, and leads, directs, plans, and carries out the work plan of the Village’s Human Resources Department. The position is responsible for management functions related to the employment process from recruitment to termination, the administration of the compensation and benefits program, monitoring compliance with policies, regulations, collective bargaining agreements and federal and state employment law. This position also oversees the administration of workers’ compensation and unemployment compensation.
The individual in this position must be a visionary and strategic thinker and consensus builder who can bring strong leadership and communication skills, modern and innovation management practices, and business acumen to this critical position. Because the position is primarily focused on directing, coaching, developing, and evaluating other people, the person must have a commitment to build relationships to effectively implement best practices and high-level customer service. The person must also have experience in conducting labor negotiations, addressing current workforce initiatives including but not limited to, legal compliance, succession planning, retention, DEI, and professional development.
Essential Duties and Responsibilities
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
-Leads compliance with all existing governmental and labor legal requirements and government reporting. Maintains minimal exposure to lawsuits.
-Manage the Village’s Employee Policies, interprets, develops, updates, maintains, and administers policies.
-Interprets and administers union contracts and assists with union negotiations. Schedules and attends grievance hearings.
-Coordinates recruiting, selection, and hiring process with Department Managers. Manages new hire background checks and screening and new hire orientations.
-Coordinates and implements the Village’s performance management system. Develops and manages performance management programs.
-Administers Village’s benefit plans. Monitors and evaluates employee benefit programs.
-Processes worker’s compensation and liability claims to insurance carrier.
-Works closely with Attorney and third-party administrator regarding current worker’s compensation and liability cases.
-Consults with and advises Department Managers and supervisors regarding problem areas with employees, performance issues, policy interpretation, etc.
-Works closely with all Village attorneys regarding litigations.
-Conducts wage/benefit surveys and provides information regarding wages and benefits.
-Available to employees as a resource and consultant regarding Personnel policy, contracts, compensation plan, and area of concerns. Makes referral to Employee Assistance Provider.
-Administer FMLA requests and maintain documentation regarding employee leave.
-Monitors employment, health, and safety concerns of workers. Conducts or oversees investigations of employee complaints or concerns.
-Must be an authorized agent with IMRF.
-Represent the Village several Boards (SWARM and GIN)
-Strategically evaluate the Village’s training and development needs to create initiatives that ensure state mandates are met, provide effective employee development, and encourage employee engagement, retention, and succession planning.
-Leveraging new technology for management initiatives, employee relations and engagement, organizational professional development, and guiding department directors to make efficient and sound employee management decisions.
-Communicate effectively, orally and in writing and maintain strong public relations skills.
-Develop and implement goals and objectives and evaluate progress using performance measures.
-Maintain effective working relationships with other departments, officials, outside agencies and the public.
-Available to work overtime as needed.
Minimum Training and Experience Required to Perform Essential Job Functions
Minimum qualifications include a bachelor's degree in human resources management, public or business administration, or related field, supplemented by 5 years of progressively responsible comprehensive human resources experience. Required certifications and licenses include a valid State of Illinois Driver’s License, and Human Resources certification (e.g. SPHR, SHRM, IPMA-CP). Preferred qualifications include a master’s degree in human resources management, public or business administration, or related field and 7 years of comprehensive human resources experience that includes a full cycle of collective bargaining and extensive knowledge of HR technology solutions, classification and compensation, employee climate versatility, personnel policy development, and professional leadership development.
The salary range for this position is $113,000-$145,000 depending on qualifications. The Village of Romeoville offers a comprehensive employee benefits package which includes medical, dental, vision and life insurance.
Retirement benefits through Illinois Municipal Retirement Fund (IMRF) are provided along with the option to voluntarily participate in a 457(b) plan.
Resumes can be submitted to Lisa Kinder, Executive Assistant at lkinder@romeoville.org through May 24, 2024. You can contact Lisa with any questions at 815-886-5778.
The Village of Romeoville is a progressive growing community in northern Will County with a diverse population of 40,000 residents and 500 employees.
Village of Romeoville
Contact
Lisa Kinder 815-886-5778 lkinder@romeoville.orgClosing Date
May 24, 2024$75,000 to $105,000
The Canton Park District Board of Commissioners seeks an energetic professional to serve as their agency's Executive Director. The ideal candidate will have demonstrated leadership and personnel management skills, experience in facility management and operations, and possess a collaborative management style.
All interested candidates are encouraged to apply. For more information and the list of required application steps, please proceed to the announcement of vacancy brochure link.
https://bit.ly/CantonDirector
https://bit.ly/CantonDirector
Canton Park District
Contact
Alan Howard 217-970-7317 ahoward@ilparks.orgClosing Date
May 24, 2024$83,137 - $97,426
Hiring Range: $83,137 - $97,426
Hours: Full Time Exempt
Hours: Full Time Exempt
JOB SUMMARY
Under general direction, manages and maintains all aspects of the human resources and safety functions of the district, including compensation and benefits, training and development, payroll, recruitment and hiring assistance, pre-employment screening, onboarding, HRIS system, employee relations and internal investigations, performance management and disciplinary actions, employee policies and legal compliance, risk management policies and procedures.
ESSENTIAL JOB FUNCTIONS
- Responsible for hiring, training, supervising, development and evaluation of HR staff.
- Oversees district’s HRIS system, employee data and record-keeping,
- Provide overall management of the payroll process.
- Ability to maintain compensation plan and job grades.
- Oversee employee benefit packages selection and implementation.
- Assists in recruiting, interviewing and hiring employees for the district.
- Stays abreast of current research and best practices in human resources management and development and adjusts plans, policies and procedures accordingly.
- Responsible for federal, state and local employment laws and compliance.
- Oversee financial management of the District’s training budget, including budget submission and monitoring expenses.
- Oversees support and assistance functions in interpreting policies and procedures and coordinating with supervisors on record keeping, grievance and personnel matters and procedures.
- Takes a proactive role in identifying and responding to issues of employees regarding human resources including but not limited to topics such as benefit enrollment and changes, employee satisfaction surveys, workplace issues, etc.
- Provide overall management of the district’s safety program and activities.
- Establishes.and assesses policies and procedures to identify and address risk in the organization's services and departments.
- Oversees and serves as primary liaison between the district and its risk management agency.
- Performs the job safely and in compliance with district policies, procedures, work and safety rules.
- Be familiar with the safe operation of any equipment necessary in accomplishing required tasks.
- Reinforce the district’s mission, vision and value statements.
MINIMUM QUALIFICATIONS
- Ability to treat sensitive and confidential information with discretion.
- Skills in communicating with employees by oral and written means.
- Skills in preparing written reports and analysis.
- Organizational ability.
- Knowledge of human resource concepts and how to implement them.
- Ability to work in a team based environment.
- Good knowledge of pertinent safety precautions.
- Ability to maintain positive and effective working relationships with other employees.
EDUCATION AND EXPERIENCE
The above knowledge and skills may be demonstrated by a Bachelor’s Degree in Human Resources, Organization Development or related field and a minimum five year’s work experience related to the Human Resource function of an organization. An equivalent combination of education and/or experience may be substituted for the above.
Our full-time benefits package includes:
- Medical Insurance
- Dental Insurance
- Vision Insurance
- FSA Healthcare
- FSA Dependent Care
- Basic Life Insurance
- IMRF Pension (Retirement, Disability, Life)
- 457 Retirement Plan (Security Benefit)
- Paid Vacation, Personal Days, Holidays, and Sick Time
- Free and/or discounted Park District classes, programs, events, and memberships for you and your family
- Employee Assistance Program (EAP)
- Educational assistance/tuition reimbursement
- Employee Service Awards
