Administrative Services Specialist

Peoria Park District•Peoria, IL

23h•$18 - $20•Onsite

About The Position

Under the general supervision of the Director of HISRA: The Administrative Services Specialist will be responsible for: Scheduling front desk coverage. Answer and screen all incoming calls as needed, provide information to requestors, forward some calls to supervisory personnel and refer callers to other sources as needed; receive and announce visitors in the absence of reception staff. Schedule, supervise and evaluate part-time reception staff. Schedule and set up for meetings and appointments, making necessary recurvations and travel arrangements for staff or programs. Respond to inquiries, either over the phone, e-mail, website contact or over the counter, provide routine information regarding HISRA or member Park District programs, facilities, events, and registration process; refer requests for non-routine information or technical questions to the appropriate party. Furnish interested parties with appropriate information, materials and forms for enrollment in HISRA or member Park District programs, activities and events. Manage all aspects of agency’s use of Rec Trac or other registration platform used by HISRA and/or member districts. Process registrations by mail, computerized format, or in person; complete registration forms, handle all money, keep accurate records, file forms and distribute supply lists, contact registrants for program changes and cancellations. Coordinate all global registration policies. Create correspondence, records, reports and other materials from rough drafts, verbal instruction or other indicated sources. Distribute mail and e-mail contact to staff as necessary. Assume responsibility for knowledge of and enforcement of all safety procedures that pertain to the duties performed and will support all aspects of HISRA’s safety program. Schedule meetings and appointments for Director. Serve as the secretary to the HISRA Board of Trustees: prepare and distribute board packets and attend all scheduled board meetings. Perform clerical functions of photocopying, collating and distributing of printed materials as required. Order and maintain inventory control of all office supplies, equipment and technology. Maintain agency e-mail and mail lists. Create and distribute agency e-mail contact as assigned by Director. Manage production and mailing of seasonal brochures and all promotional materials. Coordinate with third party to update website and annual and seasonal agency calendars, social media, etc. Maintain financial records and activities including all billing and accounts receivable, weekly and monthly financial reporting and other financial records. Maintain and analyze agency statistical information. Coordinate maintenance schedules and maintenance requests for agency building, equipment and vehicles. Establish and maintain participant files, financial files and digital files. Coordinate HISRA part time hiring, onboarding and training schedules. Participate in on call duties. Handle special projects as assigned by the Director. Perform all other duties as assigned.

Requirements

Education: An associates degree in business administration preferred. Although a degree is preferred, experience in a like position with similar duties and responsibilities may be substituted for all or part of the educational requirement.
Experience: Three years office experience preferred.
Knowledge of office management procedures.
Ability to handle multiple telephone calls at once.
Thorough knowledge and correct usage of English grammar, spelling; ability to communicate effectively both orally and in writing.
Ability to work with records, files and other information requiring the employment of confidentiality.
Ability to prepare and maintain complex and routine records, reports and presentations.
Ability to gather and assemble data from varied sources.
General bookkeeping ability.
Ability to provide the best possible image of HISRA member Park Districts so the public respects and appreciates these agencies, their facilities and the quality of their recreation programs.
A valid Illinois State Driver’s License is preferred.
Ability to establish and maintain satisfactory working relationship with the public, fellow HISRA employees and employees of member Park Districts in an enthusiastic and cooperative manner.
Ability to be professional, respectful, accountable, innovative, to follow safety procedures, and be equitable to both internal and external customers.

Responsibilities

Scheduling front desk coverage.
Answer and screen all incoming calls as needed, provide information to requestors, forward some calls to supervisory personnel and refer callers to other sources as needed; receive and announce visitors in the absence of reception staff.
Schedule, supervise and evaluate part-time reception staff.
Schedule and set up for meetings and appointments, making necessary recurvations and travel arrangements for staff or programs.
Respond to inquiries, either over the phone, e-mail, website contact or over the counter, provide routine information regarding HISRA or member Park District programs, facilities, events, and registration process; refer requests for non-routine information or technical questions to the appropriate party.
Furnish interested parties with appropriate information, materials and forms for enrollment in HISRA or member Park District programs, activities and events.
Manage all aspects of agency’s use of Rec Trac or other registration platform used by HISRA and/or member districts.
Process registrations by mail, computerized format, or in person; complete registration forms, handle all money, keep accurate records, file forms and distribute supply lists, contact registrants for program changes and cancellations.
Coordinate all global registration policies.
Create correspondence, records, reports and other materials from rough drafts, verbal instruction or other indicated sources.
Distribute mail and e-mail contact to staff as necessary.
Assume responsibility for knowledge of and enforcement of all safety procedures that pertain to the duties performed and will support all aspects of HISRA’s safety program.
Schedule meetings and appointments for Director.
Serve as the secretary to the HISRA Board of Trustees: prepare and distribute board packets and attend all scheduled board meetings.
Perform clerical functions of photocopying, collating and distributing of printed materials as required.
Order and maintain inventory control of all office supplies, equipment and technology.
Maintain agency e-mail and mail lists.
Create and distribute agency e-mail contact as assigned by Director.
Manage production and mailing of seasonal brochures and all promotional materials.
Coordinate with third party to update website and annual and seasonal agency calendars, social media, etc.
Maintain financial records and activities including all billing and accounts receivable, weekly and monthly financial reporting and other financial records.
Maintain and analyze agency statistical information.
Coordinate maintenance schedules and maintenance requests for agency building, equipment and vehicles.
Establish and maintain participant files, financial files and digital files.
Coordinate HISRA part time hiring, onboarding and training schedules.
Participate in on call duties.
Handle special projects as assigned by the Director.
Perform all other duties as assigned.