Parks Department Office Assistant – Full Time

Parks Department Office Assistant – Full Time

Bloomingdale Park District

Parks Department Office Assistant – Full Time Position

Under the direction of the Director of Parks and Planning, the Parks Department Office Assistant provides administrative, operational, and customer service support for the department by coordinating office functions, managing shelter and outdoor field rentals, maintaining contracts and records, processing invoices and billing, organizing work requests, and supporting departmental projects and events, while also facilitating communication and coordination between residents, vendors, contractors, and District staff.

• High school diploma or equivalent required.
• Minimum of three years of office administration, clerical, or related experience required; municipal or public agency experience preferred.
• Demonstrated proficiency in Microsoft Office applications, including Outlook, Word and Excel, with at least three years of practical experience required.
• Strong organizational, communication, and time management skills required.
• Ability to work independently and collaboratively in a team environment.
• Must pass pre-employment background check, drug screening, and health screening.

• Health insurance (HMO or PPO), with reasonable employee contribution for employee, spouse, and dependents.
• Dental insurance for employee, spouse, and dependents - with reasonable employee contribution.
• Vision insurance for the employee, spouse, and dependents - with reasonable employee contribution.
• Free $25,000 life insurance policy with an option to add additional coverage at minimal charge.
• Free employee assistant plan for everyone in household or on insurance plan.
• Free daycare for children three (3) years of age and older in daycare type programs such as preschool, preschool extended care, day camps, sunrise/sunset extended care, days off and Kids’ Place programs, while working and while programs are in session.
• Pension plan through the Illinois Municipal Retirement Fund: employee contribution of approximately 4.5%, employer contribution 5-12%.
• Paid time off includes 12 sick days per year, 10 vacation days to start, 4 personal days (prorated first year), 9.5 holidays.
• Free use of the fitness center and water park.
• Free rental of space (pay staffing costs only).
• Free registration for all Park District non-contractual programs for employees and employees’ immediate family.
• Educational opportunities, including tuition reimbursement and professional memberships and certifications.

• Coordinates daily administrative operations of the Parks Department office, including email, phone, mail, and scheduling functions.
• Receives and responds to resident inquiries and service requests, documents concerns, and coordinates with appropriate staff for follow-up and resolution.
• Facilitates communication by receiving, documenting, and routing inquiries and service requests to appropriate staff for resolution.
• Maintains and updates the Parks Department Outlook calendar and scheduling systems.
• Organizes and coordinates departmental work requests, maintenance scheduling, and internal service needs.
• Processes invoices, billing documentation, and accounts payable paperwork, ensuring accuracy and proper recordkeeping.
• Uses Incode and Rec Trac software to support accounting, recreation registration, facility reservations, and administrative recordkeeping.
• Prepares reports and maintains records related to departmental activities, expenditures, and operations.
• Supports planning and coordination of Parks Department programs, projects, and events, including attendance as needed.
• Manages shelter, pavilion, and outdoor field rentals in coordination with the Recreation Department, including processing applications, agreements, payments, and related documentation.
• Coordinates the ordering and delivery of parts, supplies, equipment, materials, flowers, and trees to support the maintenance and operation of parks and facilities.
• Coordinates ordering of parts, supplies, equipment, and materials needed for Parks Department operations, including flowers and trees.
• Communicates and coordinates with vendors,…