Parks Administrative Assistant PT

Summary:

Under the supervision of the Superintendent of Parks, the Parks Administrative Assistant performs a wide range of administrative duties for the Parks Department.  

Supervisor:

The Parks Administrative Assistant reports to the Superintendent of Parks and Properties and the Executive Director.

Hours:

This position works up to 20 hours a week up to 49 weeks a year. Hours and days of week are flexible within the 7 a.m. to 3:30 pm work day, M-F.   

Essential Functions:

1. Process invoices in a timely manner. Assign correct account codes and make invoices available to Accounts Payable.
2. Keep accurate electronic records of invoices processed and purchase requests created.
3. Monitor budget line item funds as related to monthly budget reports. Report any deficiencies promptly.
4. Reach out to vendors to ensure any outstanding bills are paid.
5. Take the lead on digitizing paper copies of operator manuals, parts lists, and park/playground construction documents.
6. Research grant opportunities as requested.
7. Assist with preparation of bid packets and contractor documents.
8. Track the timely completion of various inspections such as well water, fire extinguisher, playgrounds, vehicle, equipment lifts and backflow prevention.  
9. Assist with maintaining adequate supplies of uniforms, safety and sanitation supplies.    
10. All other duties as assigned.

Communications:

1. Inform the Superintendent of Parks and Properties, and other staff members,  of all pertinent matters.

1. Develop and maintain cooperative working relationships among staff members, contractors and all other departments across the District.

Safety Program:

1. Understand the Park District safety procedures and requirements.  This includes completion and follow-through on all accident reports, emergency safety procedures, reporting of hazardous equipment, facilities or conditions and the conduct of any employee under his/her supervision.
2.  Reports all incidents and potential hazards to the Safety Committee as soon as possible. 

Marginal Functions:

1. Complete all other duties as assigned by the Superintendent of Parks or the Executive Director.
2. Assist all employees of the Park District as needed.

Physical Requirements:

1. Ability to operate Park District vehicles.
2. Handling Park District materials up to 50 pounds.  Assistance will be provided when necessary.

Cognitive Considerations:

1. Resolve differences and problems that arise with patrons and work together with other employees.
2. Must exhibit good problem-solving ability and good judgment in keeping with the mission of the Park District.
3. May be exposed to elements when driving to meetings or when assisting workers with outdoor functions.  Most activities are performed indoors; these conditions include lighting and temperature.

Qualifications:

The Parks Administrative Assistant must have a minimum of a high school diploma, experience in public relations, customer service and office work or a combination of education, experience and training which provides the following required knowledge and skills; modern office support skills and procedures; standard methods of filing; clear writing, grammar, punctuation, spelling, vocabulary; the demonstrated ability to establish and maintain positive and cooperative working relationships with both internal and external customers; use of initiative and sound, independent judgment within established guidelines; prioritize and coordinate work activities; compose routine correspondence, board material and other documents; make accurate arithmetic calculations; maintain confidentiality of work.