Part-time Administrative Assistant (Athletics Division) - Village of Orland Park

Opportunity at a Glance

The Village of Orland Park, a dynamic and progressive community of approximately 60,000 residents is a regional destination in the south suburbs and ranks #5 in total retail sales out of all the Chicagoland Communities (excluding Chicago).  A nucleus for prominent dining, entertainment, and social scenes, this distinguished community boasts a unique blend of historic neighborhoods, upscale residences, and ever broadening businesses, amidst more than 700 acres of beautifully manicured parks and open lands. Our Recreation and Parks Department seeks a mature and reliable individual to perform a variety of administrative functions in support of the day-to-day operations of the Athletics Division of the department as a Part-time Administrative Assistant.   

Key Responsibilities

This important clerical support role will create, maintain, and update the accuracy of information in all Athletics Division databases and files, including but not limited to: Inventory, Legistar, purchasing, personnel, and others as needed; assist the Athletics Operation Manager with purchasing functions, entering purchase requisitions, open purchase-orders, entering invoices, p-card purchases, check requests and change orders; prepare RFP and ITB documents for entry into Bidnet; perform vendor contracts related duties including notice of awards/notice to proceed, collects and verifies necessary insurance documents, uploads completed contract into BidNet, extend contract terms when necessary; maintain Athletics Division personnel files, time-off calendar, and record of staff time off requests; process and maintains personnel files for Athletics Division personnel; compose letters, memos, postcard mailers and memos, proofread copy, and make appropriate corrections;

receive and process maintenance requests/service calls for department machinery; directly receive and respond to resident and customer phone calls and e-mails; create and maintain all work-order requests; Maintain log of work-orders; processes and maintains record of Athletics Division staff purchase card purchases including reconciliations.

Additional responsibilities consist of creating various reports including weekly park rental reports, monthly work order and field usage reports; preparing and submitting Freedom of Information Act (FOIA) requests; assisting the Operations Manager in preparing annual and 5-year budget documents and entering data into system of record; ordering operating and domestic supplies and placing uniform orders for the department; processing and tracking payments to vendors for all Athletic Division invoices; and running weekly Parks and Parks Accessories reports from Active Net for weekly rentals/picnics, ensuring their accuracy before distributing them to designated staff.

Qualifications, Knowledge, Skills

The ideal candidate will exhibit strong written and verbal communication skills and have a good attitude.  A High School diploma or equivalent is required.  Associate degree or equivalent coursework is preferred.    Two (2) – five (5) years of experience and/or training, or equivalent combination of education and experience is needed, in addition to experience in a professional office setting.   Must be proficient in utilizing all Microsoft Office Suite programs and willing to learn additional databases.  Maturity, confidentiality, and the ability to remain courteous and calm in stressful situations is a must.

Compensation & Benefits

This is an IMRF (Illinois Municipal Retirement Fund) eligible position.  

Interested candidates are encouraged to apply.