OFFICE Clerk

SWSRA; Alsip (IL); On-site; USD 15,000 - 23,000; Part time

Job summary

SWSRA is seeking a part-time administrative assistant to support the Business Manager, Executive Director and Recreation team. The role requires on-site presence at the Apollo Center-Alsip and involves a range of clerical tasks to keep daily operations running smoothly.

Ideal candidates will have a high school diploma, proficiency in MS Office and RecTrac, strong communication skills, and a valid Illinois driver's license.

Qualifications

• Requires minimum high school diploma.
• Proficient in Word, Publishing and Excel.
• Experience in a similar administrative role preferred.
• Must pass pre-employment physical and drug screen.

Responsibilities

• Perform administrative and clerical tasks to support the Business Manager, Executive Director and Recreation team.
• Maintain current address and telephone listings of participants, families and donors; receive and route calls and mail.
• Assist team with typing, filing, collating, mailing materials, proofreading and editing documents.
• Schedule meeting rooms and coordinate with staff for events and meetings.
• Attend team meetings and events as required; maintain confidentiality of program resources and files.

Skills

Microsoft Office

RecTrac

Communication skills

Professionalism

Driver's license

Education

High School Diploma

Tools

Publishing

Excel

Job description

Description

Reports to: Business Manager
Location: Apollo Center-Alsip
Part-Time/Non-Exempt
Benefits: Non-Eligible

Summary

The purpose of this position is to perform a variety of administrative and clerical tasks. The position provides support to the Business Manager, Executive Director and Recreation team with daily office needs and managing general administrative activities in accordance with SWSRA’s mission and philosophy.

This position requires regular and predicable on-site attendance at SWSRA’s office and Park District members’ locations.

Minimum Qualifications

Minimum of High School Diploma

Preferred 2 years of experience in similar position.

Must be proficient in Microsoft Office Suite applications including Word, Publishing and Excel and RecTrac Registration software, preferred.

Must demonstrate professionalism, enthusiasm and possess strong oral and written communication skills.

Must hold a valid Illinois driver’s license with good driving record

Must pass pre-employment physical and drug screen within 3 days of contingent offer of employment

Must pass a criminal background checks in compliance with Illinois state statute (70 ILCS 1205/8-23)

Must be CPR/First Aid Certified or obtain within 90 days of hire.

Basic Skills

Must be able to communicate clearly in writing and orally to employees, participants, families and community members

Must be able to accurately complete tasks, monitor quality of work and meet deadlines as directed by Business Manager

Strong organizational and effective time management skills and ability to prioritize duties in order to complete all responsibilities in a thorough and timely manner.

Must be able to work without direct supervision, make decisions based on SWSRA policies and procedure as well as demonstrate reasonable judgement.

Must possess strong problem-solving skills

Must be dependable, able to follow instructions, respond to management direction and must be able to improve performance through management feedback.

When representing SWSRA, establishes and maintains positive working relationships with participants, families, team members, vendors and community members.

Promote a clean, sanitary and pleasant personal appearance.

Welcoming consumers in a friendly and professional manner.

Attendance to all team meetings and meetings designated by Business Manager.

In coordination with Business Manager ensure the confidential organization of program resources, office files and vendor contracts.

Maintaining current address and telephone listings of participants, families and donors.

Receive and route incoming calls and/or taking messages.

Receives and processes incoming mail ensuring it is routed to appropriate staff.

Assist team member with duties such as typing, filing, collating, mailing materials, etc. Including but not limited to typing, formatting, proofreading and editing correspondence, reports or other documents.

Keeping updated records for cooperative agreements seasonally or as requested by Executive Director.

Maintaining and updating participant participation records for annual reporting purposes.

Monitoring office supplies and placing orders when necessary with the approval of Business Manager.

Scheduling of meeting rooms when requested from Business Manager and/or Executive Director.

Attendance to special events, fundraising events and meetings as requested by Executive Director.

Assists with special projects, fundraising, activities, emergencies and other assigned duties as instructed by the Executive Director.

Take registrations and payments for participants in programming.

Environmental Conditions

Is subject to flexible hours including split shifts or varied hours including morning, afternoon, evenings and weekends.

Must be physically present at SWSRA offices and special events approximately 15-20 hours per week.

Sits, stands, walks, bends, lifts and moves intermittently during working hours.

Must have ability to work and communicate with people under stressful situations.

May be subject to hostile and emotionally upset individuals, staff, family members and general public.

Must be able to follow verbal and written directions

Must be able to adequately respond to the needs of individuals with disabilities.

Must exhibit good problem solving ability and good judgment in keeping with the mission of the Agency.

Work location may change with little or no notice.

May experience frequent interruptions and varying levels of noise.