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Description
Qualifications
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:
- Process invoices in a timely manner. Assign correct account codes and make invoices available to Accounts Payable.
- Keep accurate electronic records of invoices processed and purchase requests created.
- Monitor budget line item funds as related to monthly budget reports. Report any deficiencies promptly.
- Reach out to vendors to ensure any outstanding bills are paid.
- Take the lead on digitizing paper copies of operator manuals, parts lists, and park/playground construction documents.
- Research grant opportunities as requested.
- Assist with preparation of bid packets and contractor documents.
- Track the timely completion of various inspections such as well water, fire extinguisher, playgrounds, vehicle, equipment lifts and backflow prevention.
- Assist with maintaining adequate supplies of uniforms, safety and sanitation supplies.
- All other duties as assigned.
Communications:
- Inform the Superintendent of Parks and Properties, and other staff members, of all pertinent matters.
- Develop and maintain cooperative working relationships among staff members, contractors and all other departments across the District.
Safety Program:
- 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.
- Reports all incidents and potential hazards to the Safety Committee as soon as possible.
Marginal Functions:
- Complete all other duties as assigned by the Superintendent of Parks or the Executive Director.
- Assist all employees of the Park District as needed.
Physical Requirements:
- Ability to operate Park District vehicles.
- Handling Park District materials up to 50 pounds. Assistance will be provided when necessary.
Cognitive Considerations:
- Resolve differences and problems that arise with patrons and work together with other employees.
- Must exhibit good problem-solving ability and good judgment in keeping with the mission of the Park District.
- 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
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.
About Geneva Park District