PERMIT AIDE

Under the direction and instruction from the Manager of Permits or designee, provides logistic clerical support to office, business or administrative operations, by exercising basic clerical/office and administrative skills to support the District’s regular & extended permit office hours (Monday through Saturday). Operates primarily at our General Headquarters and Dan Ryan Woods Visitor Center. Will be tasked to operate various office equipment, systems, and programs for the purposes of capturing, transcribing, and processing information. Permit Aides are responsible for the day-to-day task of the office which includes but is not limited to, emails, voicemail, faxes, customer service, and etc. From time-to-time Permit Aides will work on special/athletic events and outdoor recreation programs for the county in conjunction with management/permits staff. This position is a year-round, part-time position which will not exceed 29 hours per week.

Typical Duties

Carries out recurring office procedures independently; reviews instructions on new assignments; identifies sources of information/assistance for problem solving; helps shift priorities for office staff or self in response to changing schedules or conditions.

Utilizes a computer in conjunction with Microsoft Office Suite and other software programs to compose a variety of standard and original formatted documents such as memos, letters, labels, tables, spreadsheets, business records; transcribes materials and checks grammar, spelling and punctuation for final submittal.

Exercises skill in, reviewing , sequencing, filing, copying, proofing, logging, and cross-referencing of routine and complex data.

Reviews submitted material for completeness, clarity, and accuracy; reconciles discrepancies by cross-referencing data and records, conferring with senior staff or communicating with other offices as required.

Assists and supports special events, outdoor recreation activities and programs and collaborates with other permit staff to implement coordinated programs amongst different departments.

Performs basic mathematical calculations and solves procedural problems relative to processing time and inventories, personnel forms.

Reviews documents for accuracy, calculating postage, simple costs, and charges.

Serves as Forest Preserves customer service representative at the General Headquarters location by greeting visitors in a professional manner and assisting with their need.

Receives and returns calls to visitors; provides information, forms, brochures, etc. relative to rules and guidelines of the District; answers questions of a more technical nature; refers difficult matters to senior staff; exercises tact and courtesy.

Maintains multiple databases containing customer documents and forms that must be organized and maintained daily with frequent uploads and edits.

Performs assistant tasks for unit supervisor, manager, and other Department staff, such as maintaining calendars or schedules; screening calls; securing information, keys, and supplies; and collating and assembling documents for signing or distribution.

Operates a variety of standard office equipment; may perform minor cleaning and maintenance on photocopies, printers, etc.

Minimum Qualifications

Must possess a high school diploma, GED, or higher.

Must possess at least 1 year of work experience performing clerical or administrative duties.

Must possess a valid driver’s license.

Preferred Qualifications

Possession of volunteer or professional work experience in planning and organizing special events, recreation and leisure programming in outdoor recreation, nature, active lifestyles, arts, environmental issues and/or conservation, OR ability to communicate in Spanish or Polish; OR Possession of at least 1 season of work experience with the Forest Preserves of Cook County; OR at least 1 season of work experience as a Conservation Corp Crew member; OR at least 1 season of work experience on property of the Forest Preserves District of Cook County with partners such as the Chicago Zoological Society, Chicago Botanic Garden, Greencorps Chicago; OR at least 1 season of work experience with other partners such as, Friends of the Forest Preserves or the Student Conservation Association.

Knowledge, Skills, Abilities and Other Characteristics

Competence with Microsoft Word, , PowerPoint, Outlook, and Excel (in a Windows environment); familiarity with design capabilities of Microsoft Word and other design software.

Ability to work on multiple projects simultaneously, capable of meeting tight deadlines, and working calmly under pressure.

Ability to work a flexible schedule, including weekends and evenings during peak season.

Skill and accuracy in the control, organization and maintenance of files and records according to various methods both digital and physical.

Good communication and customer service skills; ability to gather information from others and make inquiries; ability to convey information and explain or describe basic office policy and procedure to others in person or by telephone.

Skill in exercising sound judgment relative to problem solving and referring problems in the appropriate manner.

Knowledge and interest in recreation trends, specifically as to new concepts related to outdoor and adventure recreation, the arts and nature play activities

Ability to work without supervision, to be flexible, to work well in groups, and to communicate with people from various disciplines and communities.

The duties listed are not set forth for purposes of limiting the assignment of work. They are not to be construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside an employee's normal line of work.

VETERAN’S PREFERENCE

When applying for employment with the Forest Preserve District of Cook County, preference is given in the application process to honorably discharged Veterans who have served in the Armed Forces of the United States for more than 180 consecutive days or during War Time. To take advantage of this preference, a Veteran must:

Meet the minimum qualifications for the position.

Identify him/herself as a Veteran on their employment application by answering “Yes” to the question “Are you a military veteran?”

Attach a copy of his/her DD 214, DD 215, or NGB 22 (Notice of Separation) at the time of application by uploading it as part of the application. If there are multiple DD 214s, DD 215s, or NGB 22s, the one with the most recent date should be submitted. Coast Guard members must submit a certified copy of the military separation from either the Department of Transportation (before 911) or the Department of Homeland Security (after 911).

Provide original applicable discharge papers at time of interview.

General District Employment Requirements

PROOF OF EDUCATION, CERTIFICATIONS AND LICENSES WILL BE REQUIRED.

MUST BE A RESIDENT OF COOK COUNTY OR ESTABLISH RESIDENCY IN COOK COUNTY WITHIN 6 MONTHS OF EMPLOYMENT AND REMAIN A RESIDENT AT ALL TIMES DURING EMPLOYMENT WITH THE DISTRICT.

MUST BE FULLY VACCINATED AT THE TIME OF HIRE OR SUBMIT A REQUEST FOR A REASONABLE ACCOMMODATION WITHIN 1 WEEK OF START DATE.

The Forest Preserve District of Cook County is an equal opportunity employer and ensures against discrimination in employment on the basis of a person’s race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity. We value our employees and the different talents, expertise, and viewpoints that each brings to the table. We believe a robust exchange of ideas results in better decision-making and we commit to providing a constructive, safe, and positive work atmosphere that promotes mutual respect and empowers individuals to thrive in their jobs.