Executive Assistant

Description

Summary

The Executive Assistant is responsible for ensuring the smooth functioning of the organization and supporting the Executive Director and the Park Board of Commissioners. This position involves comprehensive administrative responsibilities including drafting and managing Board meeting agendas and packets, preparing meeting minutes, and handling correspondence. The Executive Assistant will maintain official records, process expense reimbursements, coordinate with legal counsel, and oversee compliance with open meetings laws and regulations.

Qualifications

• Associate’s degree in Business or Public Administration or a related field or four (4) years of experience
• Three years’ of experience in administration.
• Knowledge of state and local statutes pertaining to Board proceedings.
• Knowledge of Park Code, records retention, schedules and processes.
• Strong organizational skills including record keeping and filing.
• Excellent written and verbal communication skills.
• Computer skills in Microsoft Windows and Microsoft Office or similar programs.
• Demonstrated ability to organize, budget, plan, and implement projects with multiple deadlines.
• Valid Illinois driver’s license with clean driving record.

Supervision

The Executive Assistant reports directly to the Executive Director.

Classification

• Exempt, salary
• Full-Time

Training Can be obtained through Champaign Park District

• First Aid, AED, and CPR Certification
• Heads Up Concussion training
• Mandated reporter training
• Harassment prevention training
• Bloodborne pathogen training
• Recreation software system training
• Drivers training and test
• Facility training

Essential Functions

• Follow all Champaign Park District safety policies and perform all work in a manner that ensures the safety of the public, fellow employees, and themselves.
• Demonstrate a high level of professionalism and discretion in all interactions, including maintaining strict confidentiality regarding staff information, communications from supervisors, and conversations with parents or patrons. Uphold the Park District’s policies and standards for data privacy and confidentiality at all times.
• Assist Executive Director in general office, confidential, and administrative capacities as assigned and assist other Director level staff with administrative responsibilities, duties, and needs.
• Create Board meeting agendas and information packets.
• Type correspondence and reports as directed by the Executive Director.
• Attends all meetings of the Park Board of Commissioners, prepare minutes for Board approval, and answer inquiries regarding Board approval.
• Process expense reimbursements for the Board.
• Obtain necessary signatures from Commissioners and Executive Director on official documents.
• Prepare agenda and Board packets for Park Board meetings.
• Maintain official Park District files including but not limited to minutes, resolutions, ordinances, contracts, etc.
• Responsible for activities in connection with open meetings law, including preparation of monthly calendar of meetings of Park Board and Committee meetings and post and issue notices to news media regarding meetings.
• Prepare and review Park District Board and Administrative policies as related to the Board of Commissioners, so they are accurate and up-to-date and establish and review applicable Park District Administrative procedures and forms
• Serves as a designated Freedom of Information Officer, Open Meetings Act Officer, Local Election Official.
• Serve as Board Secretary or Assistant Secretary as designated by the Park Board.
• Coordinate the archiving and storage of District records with the State and staff.
• Act as a liaison to the Board Attorney.
• Review and route for approval all District contracts and agreements.
• Work with District personnel on bids and requests for proposals.
• Attend all bid openings as the witness and recorder.
• Update contractors contact list on a regular basis and cross reference with the City’s CDAP list.
• Work with Board Attorney to assure compliance with elections, annexations, etc.
• Assist the Executive Director in working with state and national organizations such as NRPA, IPRA, IAPD, etc.
• Assist with the process for Accreditation Programs.
• Oversee the District’s record retention program.
• Respond to inquiries and proactively communicate information regarding Park District policies and procedures.
• Coordinate staff and Board membership renewals for state and national organizations including conference and travel accommodations.
• Coordinate travel arrangements for Executive Director and Board.
• Be available for various assigned staff committees.
• Attend all Department Head meetings.
• Attend meetings outside the Park District headquarters as assigned.
• Notarizes as needed official District documents.
• Maintain files for district wide training.
• Prepares for staff meetings and trainings by scheduling space, setup of location, sending invites, tracking attendees, and ordering food when necessary.
• Orders supplies and equipment as necessary for department
• Assists in the coordination or office moves
• Maintains inventory list of office furniture and orders new furniture when necessary
• Coordinates the distribution of incoming and outgoing mail at Administrative building.
• Comply with equal opportunity and harassment laws, policies and procedures.
• Other duties as assigned.

Physiological Considerations

• Will require attendance at evening meetings.
• Physically handle and organize a large volume of documents, including agendas, meeting minutes, contracts, and correspondence. This involves sorting, filing, and maintaining physical paperwork in an orderly manner.
• Set up meeting rooms, arrange seating, and ensure all necessary materials are physically present for Board meetings. During the meetings, the assistant will need to take accurate handwritten or typed notes, which requires prolonged periods of writing or typing.

Environmental Considerations

• Ability to work under pressure with frequent interruptions while meeting deadlines for various projects.
• Must be able to work at a computer for extended periods of time.
• May be exposed to weather conditions at District events.

The Champaign Park District is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or veteran status. We are committed to providing a workplace that is free from discrimination and harassment of any kind. All employees are required to comply with our equal opportunity and harassment laws, policies, and procedures.

Qualifications

Benefits

• Health Insurance:
  • Provider: Health Alliance
    • 2 options: HMO or 3Tier Point of Service (POS)
  • The Park District pays 100% of full-time employee-only health insurance of the 3 Tier POS plan and 40% of dependent care
• Dental:
  • Provider: Kansas City Life
  • The District pays 100% of full-time employee-only standard dental insurance
  • There is a second option to buy up for more coverage in with the employee will contribute to
• Vision
  • Available to staff, paid by the employee
• Basic Term Life and AD&D
  • 1.5 times annual wages
  • $0.00 paid by the employee, voluntary additional life insurance for employee, spouse and children are available, paid for by the employee
• Flexible Spending Account
  • Medical Plan
  • Dependent Care Plan
• Employee Assistance Program
  • 100% pay the Park District
• Disability Policy
  • IMRF disability is available after 30 days at 50% of salary. The employee must be employed 1 year before being eligible
• Retirement options:
  • IMRF Pension (employer contributes)
  • ICMA 457 Plan
  • ICMA Roth IRA
• Expense Reimbursement
  • $100 annually for garments, steel toe boots, fitness, etc.
• Vacation Time
  • Years 1-3: 12 days
  • Years 4 - 6: 15 days
  • Years 7 - 10: 18 days
  • Years 11 and on: 21 days
  • Up to 240 hours (30 days) can be rolled over from year to year)
• Sick Leave
  • One sick day per month accrued provided to employees
  • Sick days roll over from year to year
  • No cap on how many sick days can rollover from year to year.
• Holidays
  • Ten (10) holidays per year provided to employees
• Personal Days
  • Two (2) personal days per year are provided to employees. Must be used in the fiscal year
• Free Membership
  • The Park District pays for employee only membership to the following places, upon request:
  • Leonhard Recreation Center, Sholem Aquatics Center, Martens Center, Bark District