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Part-time Administrative Assistant

3 months ago

Orland Park, United States Village of Orland Park Full time

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;

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:
Compensation & Benefits:
This is an IMRF (Illinois Municipal Retirement Fund) eligible position.