Administrative Assistant | Geneva Park District

Summary:  Under the Direction of the Executive Director, the Administrative Assistant shall be responsible for all administrative services for the Executive Director, as well as assist the Board of Commissioner and Department Heads.

Qualifications:  A minimum of an Associate's Degree in Communications, Business, Recreation or related field combined with five yeras of successful experience supporting executive staff is required.  Candidates must possess an ability to perform in a fast paced environment to solve problems comprehensively and efficiently.  Knowledge of office procedures, board meeting procedures and business management with experience in the use of office machines and computers.  Excellent understanding of computer operations such as Microsoft Word, Excel, Publisher, Power Point, etc.  Knowledge of modern office support skills and procedures and standard methods of filing.  Proficiency in written communication including clear writing, grammar, punctuation, spelling, and vocabulary.  Ability to establish and maintain positive and cooperative working relationships with a focus on quality services to the community and internal staff.  Ability to utilize initiative and sound, independent judgement within established guidelines; prioritize, organize and coordinate work activities.  Proficiency in verbal communication with skills in organizing and advanced planning and analytic ability.

Hours:  Typical hours are M-F, 8:30-5:00 but some evening and weekend hours are expected.

Special Requirement:  It is the responsibility of the Administrative Assistant to maintain confidentiality of assigned administrative and personnel related tasks and duties.  violation of this responsibility will be considered cause for dismissal.

Essential Functions: 1) Draft and prepare letters, agreements, and reports as assigned by the Executive Director. 2) Maintain all files of the Executive Director, as well as board, park, legal and bid files.  3) Maintain open communication with other park districts, government agencies and businesses on behalf of the Executive Director.  4) Coordinate the development of and adherence to essential working documents of the Geneva Park District including, but no limited to, the Master Plan, Short and Long Range Goals and Objectives, Community Surveys, District assessments and personnel, facility and operational manuals.  5) Prepare all Board meeting packets, attend meetings and draft and prepare all meeting minutes.  6) Prepare all Foundation meeting packets, attend meetings and draft and prepare all meeting minutes.  7) Oversee communications and donations in relation to Foundation fundraisers.  8) Prepare all Administrative staff meeting agendas, attend meetings and draft and prepare all meeting minutes.  9) Coordinate and advertise all special public meetings, ribbon cuttings, ceremonial events, etc. as well as assist in planing District staff meetings.  10) Maintain comprehensive records including bid packets, plans, agreements and grant documntation for all grant and bid projects.  11) Maintain effective communication with all applicable staff, contractors, and public agencies during all grant and bid projects.  12) Process all staff and agency memberships, as well as registrations for business meetings, seminars and conferences.  13) Coordinate the successful completion of agency reviews, including but not limited to Distinguish Agency Accreditation and Risk Management Review, collaborating with Department Heads to ensure best practices are established.  14) Assist in drafting and preparing letters, agreements and reports as assignd by Department Heads.  15) Review District documents as directed, including but not limited to brochures, flyers, and letters, for accuracy, grammar, etc.  16) May assist business department with accounts payable/receivable.  17) May assist business department with payroll.  18) Other duties as assigned.

Safety Program:  1) Understand the Park District's safety procedures and requirements.  This includes completion and follow through on all accident reports, emergency safety procedures, reporting of hazards to the Safety Committee as soon as possible.

Marginal Functions: 1) Assist all employess of the Park District as needed.

Cognitive Considerations:  1) Must exhibit good problem solving ability and judgement.  2) Must keep sensitive information confidential.

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

Starting Salary Range :$50,000- $60,000