JOBS

The Bloomingdale Park District has an Office Assistant position open. Under the direction of the Director of Parks and Planning, the Parks Department Office Assistant provides administrative, operational, and customer service support for the department by coordinating office functions, managing shelter and outdoor field rentals, maintaining contracts and records, processing invoices and billing, organizing work requests, and supporting departmental projects and events, while also facilitating communication and coordination between residents, vendors, contractors, and District staff. Hourly wage range is $21.00 – 24.00 an hour. They offer a nice benefits package includes medical, dental, and vision benefits, life insurance coverage, free daycare for ages 3 and over, PTO, participation in the Illinois Municipal Retirement Fund (IMRF), and more. Below lists some of the responsibilities.

• Coordinates daily administrative operations of the Parks Department office, including email, phone, mail, and scheduling functions.
• Receives and responds to resident inquiries and service requests, documents concerns, and coordinates with appropriate staff for follow-up and resolution.
• Facilitates communication by receiving, documenting, and routing inquiries and service requests to appropriate staff for resolution.
• Maintains and updates the Parks Department Outlook calendar and scheduling systems.
• Organizes and coordinates departmental work requests, maintenance scheduling, and internal service needs.
• Processes invoices, billing documentation, and accounts payable paperwork, ensuring accuracy and proper recordkeeping.
• Uses Incode and RecTrac software to support accounting, recreation registration, facility reservations, and administrative recordkeeping.
• Prepares reports and maintains records related to departmental activities, expenditures, and operations.
• Supports planning and coordination of Parks Department programs, projects, and events, including attendance as needed.
• Manages shelter, pavilion, and outdoor field rentals in coordination with the Recreation Department, including processing applications, agreements, payments, and related documentation.
• Coordinates the ordering and delivery of parts, supplies, equipment, materials, flowers, and trees to support the maintenance and operation of parks and facilities.
• Coordinates ordering and delivery of parts, supplies, equipment, and materials needed for Parks Department operations, including flowers and trees.
• Communicates and coordinates with vendors, contractors, and internal departments to support services and projects, including managing departmental purchasing accounts and vendor charge accounts (e.g., Ace Hardware, Home Depot, Menards).
• Maintains contracts, agreements, and permits, including assisting in the preparation and development of agreements as well as tracking renewals and completing required follow-up actions.