Executive Assistant

Job Details

Job Location
John Hedges Administration Center - Oak Park, IL

Position Type
Full Time

Education Level
High School

Salary Range
$26.00 - $29.00 Hourly

Job Shift
Day

Job Category
Non-Union

Description

Overview:

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.

Additional Functions:

• Assist with proofreading of program guide and Amilia website content.
• Assist in the operation and general maintenance of all common copier and Executive Director's printer to include ordering replacement cartridges.
• Maintain records room and the destruction record schedule.
• Coordinate business travel arrangements for staff and conference registrations when needed.
• Complete special projects such as surveys, comparisons, receptions, etc., as requested or approved by the Executive Director.
• Assist in preparing comprehensive reports.
• Maintain office area in a neat and orderly fashion.
• Successfully complete an annual electronic training curriculum developed and administered by the Illinois Attorney General's Public Access Counselor.
• Become a Notary, paid by the District.
• Be ready to be the 'face' of the Park District when greeting visitors and those attending meetings and events.
• Serve as the Park Districts Election Officer during elections for the Board of Commissioners.
• Serve as the IL Distinguished & CAPRA Accreditation primary contact and ensure accreditation is renewed.

Knowledge, Skills, and Work Experience Required:

• Formal education and previous experience and training, such as supplemental course work or training in general secretarial and clerical skills and modern office procedures which provides the required knowledge, skills and abilities within the assigned areas of responsibility.
• Excellent written and oral communication skills;
• Thorough knowledge of current acceptable business practices and procedures, including composition, English and grammar usage in business documents; thorough knowledge of current acceptable business systems and equipment and secretarial practices and procedures;
• Proficient in Microsoft Office products (Word, Excel, Outlook, PowerPoint, Teams)
• Knowledge of the principles and practices of community parks and recreation administration, or the ability to attain such knowledge.
• General knowledge of technical and legal terminology and requirements (as with the Freedom of Information Act) would be assets.
• Ability to make moderately complex decisions in accordance with established policies, procedures and with good judgement;
• Ability to maintain administrative, fiscal, and general records, and to prepare reports and answer questions from records or reports;
• Ability to compose correspondence on routine matters, perform routine office management details, and to initiate creative problem solving skills without referral to a supervisor;
• Knowledge of general and detailed department operations and organization; working knowledge of computer and word processing;
• Ability to work with a minimum of supervision, to solve problems comprehensively and to produce accurate work within a set deadline schedule; ability to perform duties with initiative, accuracy, persistence, creativity, good judgement, tact and courtesy.
• Ability to convey a favorable Park District image with the media, other Village agencies, and the public.
• Certification in advanced Cardio Pulmonary Resuscitation (CPR), First Aid and Automated External Defibrillator (AED) within 3 months of employment and keep certification current. The District provides this training.

• Ability to make moderately complex decisions in accordance with established policies, procedures and with good judgement;
• Ability to switch attention quickly between tasks to address or respond to patrons or staff interruptions.

Work Environment, Physical Demands and Considerations:

• Frequently - Sitting, walking, standing, typing.
• Occasionally - Climbing, balancing, stooping.
• Strength - Work requires handling average weight (up to 25 lbs.) materials or equipment.
• Other requirements may include talking, hearing, and seeing to perform the following necessary duties: Operate assigned office equipment including, but not limited to computers, printers, copiers, and telephones.
• Normal office conditions for majority of work; may include occasional light and temperature variations.
• Prolonged hours seated at a desk.
• May include prolonged hours of computer use.
• Ability to handle possible stressful situations, including meeting deadlines
• Ability to present ideas and recommendations in a concise verbal and written manner.
• Ability to understand and carry out verbal and/or written instructions efficiently and effectively.
• Ability to handle questions, complaints and concerns from the public or staff in a friendly, courteous and professional manner.
• Ability to handle problems and make quick and reasonable decisions in determining how to manage miscellaneous situations, questions, complaints or concerns from staff, Board members, or the public.
• Ability to perform duties with initiative, accuracy, sound judgement, persistence, integrity, tact and courtesy

SPECIAL REQUIREMENT - It is the express responsibility of the Executive Assistant to maintain the essential confidentiality of assigned duties. Violation of this responsibility will be considered cause for dismissal subject to the Personnel Policy Manual.

Customer:

Internal: Park District Employees

External: Patrons of Park District; Oak Park residents

Hours:

The Executive Assistant, as an employee of the District, shall be considered on duty at all times, and may have varying hours due to the nature of the business. General hours of duty will be approved by the Executive Director. The normal work week shall consist of regular District office hours, currently 8:30am-5:00pm, Monday through Friday and evenings of Board Meetings. However, there may be occasional situations for this employee to work outside of the regularly established work hours.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, functions or responsibilities that are required of the employee for this job. Duties, functions, activities or responsibilities may change at any time with or without notice.

The Park District of Oak Park is an Equal Employment Opportunity Employer.