Part-Time Administrative Assistant

ahpd; Arlington Heights (IL); On-site; USD 20,664 - 27,552; Part time

Benefits offered by this job

PTAC Membership to ARC

Discounts on some programming

KinderCare Discount

Job summary

Arlington Heights Park District is seeking an Administrative Assistant – Davis Service Center to perform clerical support, manage timekeeping, and handle inquiries from staff, vendors, and the public. The role is part-time (20–24 hours weekly) and requires reliable attendance and accurate recordkeeping.

Ideal candidates will have strong Microsoft Office skills, good communication, and the ability to work independently under the supervision of the Parks Operations Supervisor – Trades.

Qualifications

• Proven proficiency in Microsoft Office and the ability to learn new systems quickly.
• Strong interpersonal skills to maintain positive working relationships.
• Ability to work independently with general direction and manage time effectively.
• Capable of accurate data entry and basic math for recordkeeping.
• Excellent written and verbal communication with the public and staff.

Responsibilities

• Assist with clerical tasks and support the Operations Supervisor – Trades.
• Answer phones, emails, and respond to vendor and public inquiries.
• Enter time and attendance data, correct errors, and verify timecards.
• Process purchases in the A/P system and prepare budget-related documents.
• Produce letters, memos, spreadsheets, and other documents.
• Order, track, and maintain office supplies; keep records organized.
• Attend work regularly and comply with all policies and safety rules.
• Assist with plan/bid documents, permits, and reports for park projects.
• Contribute to community events and park development initiatives.

Skills

Microsoft Office

Time management

Customer service

Communication

Problem solving

Data entry

Attention to detail

Job description

Join the Parks Department and become part of the team that is responsible for performing a variety of clerical support tasks and assisting the Operations Supervisor – Trades. The ideal candidate will have strong customer service, problem‑solving skills with attention to detail. Ideally the position would be 20‑24 hours per week M W F, 7:30 AM–4:00 PM. This is a year‑round position and must be at least 18 years of age.

Essential Job Duties

• Assists with Brightly Asset Essentials reporting, entries and, work order processing
• Answers the telephone, emails, and responds to inquiries from vendors and the public
• Assists with the time and attendance system data entry, error correction, time off entries and timecard verification
• Uses the A/P system to process purchases made by staff
• Composes, types and edits a variety of documents including letters, memos, spreadsheets, etc.
• Orders and maintains a supply of office supplies
• Maintains accurate records and files
• Attends work on a regular basis
• Performs the job safely and in compliance with District policies, procedures, work and safety rules, and the employee handbook
• Maintains a clean and organized work environment
• Additional functions as assigned which may be considered essential
• Assists in preparing plans, specifications, bid documents, and estimates for park and facilities repairs
• Assists in preparing permits, records, and reports for construction and other special projects
• Assists in preparing design development drawings and illustrations for presentation purposes
• Assists in preparing estimates and quotations for park and facilities repairs
• Assists in preparing budgets for park planning activities
• Assists in community events and volunteer projects related to park development
• Assists in preparing board summaries, monthly reports, and periodic and special reports

Administrative Assistant – Davis Service Center

Required Competencies

• Demonstrated computer proficiency, including Microsoft Office Suite, with the ability to adapt to and learn new systems and applications as needed. Ability to follow written and oral instructions
• Ability to maintain positive and effective working relationships with other supervisors and employees
• Ability to work harmoniously with fellow employees, patrons, community groups and other units of local government
• Ability to work independently in day-to-day operations with general direction of the Parks Operations Supervisor
• Capacity to utilize effective time management skills and be able to work under the stress of multiple deadlines, requests from other departments and interruptions with accuracy
• Ability to work in a team atmosphere, promoting positive work relationships with both internal and external customers
• Ability to communicate effectively with fellow staff and the public both orally and in writing
• Capacity to be self‑motivated and achieve goals with minimal supervision or direction
• Ability to maintain self‑control and composure in difficult situations
• Ability to follow directions and communicate verbally and in writing and to read and understand printed materials
• Capacity to utilize computer skills, including demonstrated proficiencies in word processing and basic spreadsheet applications
• Ability to accurately complete basic math and computation
• Capacity to proactively troubleshoot, problem solve and make sound judgments with respect to confidentiality

Benefits We Offer

• PTAC Membership to ARC
• Discounts on some programming
• KinderCare Discount

AHPD Overview

The Arlington Heights Park District (AHPD) is a public park and recreation agency located in Arlington Heights, Illinois—one of the largest communities in Chicago's prestigious northwest suburban corridor. Our mission is to enrich the community by providing fun, accessible and impactful recreation and facilities for every age and season. However you choose to recreate, we have something for you. We aim to serve everyone equally and fairly across our 29 facilities—including five community centers with outdoor pools, Arlington Ridge Center, two tennis clubs, two public golf clubs, Lake Arlington, Arlington Heights Historical Museum, and Senior Center—and 58 parks across 716 acres of land. In our 95‑year history, we have earned multiple distinctions recognizing our high‑quality standards of excellence, including three National Gold Medal Awards, maintaining a Moody’s AAA bond rating for nine years, and receiving multiple awards for fiscal responsibility.

The Arlington Heights Park District commits itself to diversity, equity, and inclusion to create a mutually respectful, multicultural, and equitable environment.