Recreation Secretary

DUTIES: Under general supervision from the Recreation Services Manager, the Recreation Secretary is responsible for the following:

• As assigned, assisting in the annual budget process; compiling of budget information; responsible for the preparation and reproduction of official budget documents for administrative and Board review; monitors budget expenditures for the Recreation Administration function, to include ordering and maintaining inventory control of office supplies.
• In the absence of the Board Secretary, taking responsibility for the recording and transcription of minutes for Programming Committee meetings and appropriate ad hoc task force meetings.
• Performing a wide variety of secretarial functions requiring independence of action, as authorized, and general oversight of work assigned to temporary/seasonal clerical personnel.
• Using authorized discretion in the selection of appropriate formats when operating computer systems for composing correspondence, records, statistical and narrative reports, sports programming information, recreation registration and public relations materials from rough draft, outline, and/or verbal instruction.
• Answering and screening calls, responding to customer inquiries, providing information to internal and external requesters, and forwarding calls to supervisory personnel and other departments or facilities as needed; receiving and announcing visitors, and scheduling meetings/appointments.  Maintains master schedule for Board room and conference room reservations.
• Receives and routes all deliveries from various delivery services such as Fed Ex and UPS.
• Processing registrations by mail, computerized/electronic format, or in person; completing registration forms, handling all money, keeping accurate records, filing forms and distributing supply lists when applicable; contacting registrants for class changes and/or cancellations for recreation programs.
• Receiving payments by mail or over the counter for fees, activities, and rentals; making change, issuing receipts, and preparing money for deposit; serving as a source for daily deposit processing; selling tickets over the counter for Park District functions.
• Opens and routes all incoming mail.  Records all incoming receipts in log.  Ensures receipts are secured in safe or given to designated staff person as required.
• Handles all shelter, special event and other reservations as needed for the parks.  Ensures that all fees are paid and liability waivers are signed prior to the reservation date.  Maintains the master schedule and notifies the park managers and Park Police of all reservations.  Prepares check requests for the refund of deposits and cancelled reservations.
• Performing a variety of record keeping functions; gathering, assembling, and compiling information to assist in the preparation of typed program materials; photocopying, collating, and distributing printed materials for in-office and community board/task force representation.
• Distributing budget printouts, mail, and paychecks; mailing those checks which are not picked up on schedule.
• Prepares mail to be picked up as required.  Responsible for the operation of the postage machine including calling for service, ordering supplies, changing postage rates, and training staff on its use as assigned.
• Following all safety procedures that pertain to the duties performed.  Supporting all aspects of the Park District’s safety program.
• Performing other duties as assigned;
  • Which are reasonably related to the duties described; or
  • Which need to be performed promptly to avoid safety hazards or to protect Park District property; or
  • Which are not generally described in other job descriptions; or
  • When the amount of work exceeds the availability of Park District employees within the appropriate job classification.

Education: High school diploma required; college secretarial or business school courses desirable.

Experience: Requires two years general clerical experience; personal computer experience required; requires working knowledge of general office procedures and practices.

Knowledge and Ability:

• Extensive knowledge of business office procedures.
• Ability to operate personal computer, fax machine, and other general office equipment.
• Knowledge and correct usage of English grammar and spelling.
• Typing skills (60-65 wpm), general bookkeeping ability, proficient computer skills, and ability to maintain efficient filing systems.
• Aptitude for training and ability to operate automated voice call-processing system.
• Ability to become proficient in the operation of computerized registration systems and specialized sports programming software modules/packages.
• Ability to convey correct information to the general public in a courteous, pleasing manner.
• Ability to be professional, respectful, accountable, innovative, to follow safety procedures, and be equitable to both internal and external customers. 
• Personal:  Must demonstrate reliability, initiative, tact and resourcefulness.
• This position is represented by the AFSCME, AFL-CIO’s Local Union No. 3774

Benefits and Perks:

• Paid sick days, vacation days and holidays.
• Longevity bonus program and wellness program.
• Pension and retirement programs and Social Security participating.
• Exceptional health plan.
• Paid Life Insurance.
• Disability Insurance.
• Full-time employees and dependents enjoy discounted recreation classes and free admission to select Park District facilities.

The Peoria Park District hires without regard to race, color, religion, sex, age, national origin, citizenship status, ancestry, sexual orientation, marital status, disability, pregnancy, military status or unfavorable discharge from military service, protected veteran status or on the basis of any characteristic protected by law.

All qualified individuals are encouraged to apply.

AN EQUAL OPPORTUNITY EMPLOYER.