Staff Assistant to Director (Facility Management)

Title: Staff Assistant to Director (Facility Management)

CHARACTERISTICS OF THE CLASS: Assist the Director of Facility Management with administrative and secretarial tasks. Handle complex assignments requiring discretion, judgment, confidentiality, and problem-solving skills. Perform additional related duties as needed.

EXAMPLES OF DUTIES

• Serve as a primary point of contact between managers, employees, vendors, and patrons, prioritizing excellent customer service and effective communication. Address issues within company policies and procedures.
• Manage phone and email inquiries, ensuring timely responses.
• Draft and edit correspondence, meeting agendas, schedule appointments, maintain digital and paper files. Keep the Facility Management SharePoint intranet page and uploaded documents current.
• Collect, consolidate, and maintain departmental forms and information including but not limited to Trades placement sheets and vehicle inspection forms.
• Create requisitions, track purchase orders, and reconcile/process invoices in Oracle.
• Screen service requests and create and track work orders in the work order system. Also update the City’s 311 system with information from the Park District work order system.
• Review and generate work order reports and pull data from the work order system. Support the department with gathering FOIA-responsive documents.
• Gather and maintain all overtime reports.
• Assist the department project managers and staff as needed. Handle administrative requests within the department such as business card and cell phone requests.
Prepare monthly reports. Communicate with the Chicago Park District’s various departments.

MINIMUM QUALIFICATIONS:

Training and Experience: Bachelor’s degree in business administration, Public Administration or related field supplemented by at least one year of related administrative experience, or an equivalent combination of training and experience is required.

Knowledge, Skills, and Abilities : Strong written and verbal communication skills; Capable of interacting professionally with departmental personnel, staff, and the general public; Demonstrated expertise in Microsoft Office products including Outlook, Teams, Word, Excel, SharePoint, and PowerPoint. Knowledge of Microsoft Office especially Excel required. May be asked to complete an MS Office skills assessment test.

PHYSICAL DEMAND AND WORK ENVIRONMENT: This job requires the employee to frequently sit at a desk in an office setting, in a smoke-free environment, with controlled temperature and fluorescent lighting. Must occasionally lift and/or move up to 25 pounds. Travel to citywide Park District facilities, events, and meetings may be required.

BENEFITS:

As a full-time Chicago Park District employee, you receive a comprehensive benefits package including:

• Competitive Group Insurance benefits including health, life, dental and vision plans.
• Flexible work schedules (when available and dependent upon position).
• 13-20 days of paid vacation time annually (13 days for first year of employment).
• 12 days of paid sick time annually which carryover year to year.
• 4 paid personal days per year.
• 13 paid holidays per year.
• 12 weeks of paid parental leave.
• Pension plan through the Park Employees' and Retirement Board Employees' Annuity and Benefit Fund, a system covered by the State of Illinois' Reciprocal Act.
• Deferred Compensation Program – voluntary supplemental retirement plan.
• Optional pre-tax programs – Transit
• Federal Public Service Loan Forgiveness Program eligibility.
Free Admission to most Chicago museums.

JOB LOCATION: Northerly Island Visitor Center, 1421 South Linn White Drive, Chicago, IL 60605

Application materials: Submit a resume, cover letter, and list of professional references.

Rate of Pay: $79,475.49/annually