Office Administrative Assistant of Golf Learning Center

Duties: Under the supervision of the General Manager of the Golf Learning Center, the Office Administrative Assistant of the Golf Learning Center is responsible for the following:

• Work closely with our Food & Beverage partners, and the Park District’s Business Division to provide details of daily/weekly & monthly financial reporting.
• Serve as a point of contact for internal and external communications, including answering phones, responding to emails, and directing inquiries from staff, guests, and vendors.
• Maintain digital filing systems for records, invoices, contracts, and other essential documents.
• Assist with scheduling meetings, preparing agendas, and taking minutes when required.
• Process invoices and track expenses, ensuring proper documentation and timely submission for approval.
• Assist with petty cash reconciliation and prepare deposits as needed.
• Assist with internal communications, such as distributing staff memos, schedules, and relevant Park District updates.
• Support budget tracking by compiling data on office-related expenses and facility revenue.
• Collaborate with the PPD finance team to provide accurate facility-specific financial data for daily/monthly/yearly reporting.
• Ensure all financial records are organized and accessible for audits or reviews.
• Assist the General Manager in creating and updating staff schedules for administrative and support roles, ensuring coverage aligns with operational needs.
• Manage the facility’s administrative calendar, including scheduling meetings, vendor visits, and office-related tasks.
• Support event logistics by coordinating with vendors, ordering supplies, or reserving spaces for smaller events or meetings
• Communicate with Park District staff and vendors to order office supplies and coordinate services like cleaning or equipment repairs.
• Monitor office supply inventory and  requisition for supplies as required to maintain adequate stock levels
• Assist with documenting compliance requirements, such as health, safety by organizing permits and inspection records.
• Assist with front-desk support, greeting guests, and directing them to appropriate staff or areas of the facility.
• Support coordination of facility maintenance tasks, such as scheduling inspections or repairs, in partnership with the Facilities team.
• Performing other related duties as assigned.

Essential Functions:

• Part-time position requiring 25 - 29 hours per week, with flexible scheduling that may include evenings, weekends, or holidays to align with facility needs.
• Ability to sit or stand for extended periods, lift up to 20 pounds (e.g., office supplies), and navigate a multi-level facility as needed.
• Must be able to work in a fast-paced, high-energy setting within a vibrant entertainment venue, with occasional exposure to loud music and large crowds when assisting in guest-facing areas.

Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field preferred.

Experience: Two or more years of experience in an administrative or office support role, preferably in hospitality, entertainment, or retail environments.  Experience with basic bookkeeping, staff scheduling and Point of Sale systems.  Familiarity with high-volume, guest-facing operations preferred.

Knowledge and Ability:

• Exceptional ability to manage multiple tasks, prioritize effectively, and maintain meticulous records.
• Strong verbal and written communication skills for interacting with staff, guests, and vendors.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with scheduling or payroll software (e.g. Paycom, ForeUP, Alleytrak, Toast).
• Ability to ensure accuracy in financial records, schedules, and administrative tasks.
• Comfortable working in a fast-paced, dynamic setting with shifting priorities.
• Ability to be professional, respectful, accountable, innovative, to follow safety procedures, and be equitable to both internal and external customers.

Perks:

• Part-time employees 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.