CHICAGO PARK DISTRICT - DEPARTMENT OF HUMAN RESOURCES

CLASS SPECIFICATION:

Title: Special Project Assistant (Office of the Secretary) Level: 1265

The Chicago Park District is one of the largest municipal park districts in the nation with more than 8,800 acres of green space and over 614 parks, 232 field houses and 26 miles of lakefront property. Welcoming millions of visitors every year, the Chicago Park District offers thousands of special events, and a vast array of recreational, cultural, and environmental programs for youth, adults, and seniors throughout the City's unique communities. The Chicago Park District is governed by a seven-member Board of Commissioners appointed by the Mayor of the City of Chicago, with the approval of the City Council.

CHARACTERISTICS OF THE CLASS:

Reporting to the Secretary of the Chicago Park District, the Special Project Assistant is a key support role within the Office of the Secretary, providing operational assistance to the Secretary and performing administrative functions to support effective relationships between the Board of Commissioners, Chicago Park District executive leadership, and the community. The Special Project Assistant will provide support for all Board meetings and Public Hearings and will be responsible for assisting in the maintenance and custody of official records of the Chicago Park District. The Special Project Assistant will also provide various administrative support as required.

EXAMPLES OF DUTIES:

• Assists with communication support and preparation of materials for Board meetings. Works with various department heads and staff members to gather and convey information.

• Assists in coordination of Board meeting processes, including set-up logistics related to scheduling, location, accessibility, technology set up, security detail, and other special arrangements.

• Assists with drafting Board meeting notices, agendas, scripts, and meeting minutes.

• Assists the Secretary in working with members of the public who have registered to speak at Board meetings.

• Assists members of the public that contact the Commissioners’ Office.

• Proofreads and reviews materials prior to distribution to the Board of Commissioners.

• Attends all Board meetings and Public Hearings and acts in the Secretary’s behalf in the case of the Secretary’s absence.

• Assists with indexing, scanning, and filing projects.

• Assists departments with best practices for record retention efforts in compliance with the District’s Retention Policy.

• Assists in performing research and records requests from departments. Follows through with requests for information by compiling accurate data and preparing or providing responses.

• Provides research, writing and communication support on special projects.

• Performs some clerical and administrative duties.

• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS:

Training and Experience: Bachelor’s degree or an equivalent combination of education and experience. Experience in local government, board relations or with a community-based agency or program is a plus.

Knowledge, Skills and Abilities:

• Excellent customer service skills. Interact effectively and work cooperatively with Commissioners, District executive staff, elected officials, members of the public, and District employees at all levels of the organization.

• Excellent writing, proofreading, and editing skills.

• Strong verbal and oral communication skills. Ability to research information and prepare clear written or oral reports.

• Proficient computer skills and knowledge of a variety of software programs, including Microsoft Office (Word, Excel, PowerPoint) and Adobe Acrobat.

• Excellent organizational skills and ability to work on projects in a timely manner.

• Ability to multitask and extremely detail oriented.

• Ability to exercise tact and diplomacy in handling sensitive situations while maintain a high level of confidentiality.

• Ability to work within a culturally diverse environment.

• Ability to work independently with appropriate supervision.

• Preference for working knowledge of and ability to apply the Freedom of Information Act and the Open Meetings Act and the Local Records Act.

• Strong record keeping skills. Career Service: Exempt EEO: Para-professional FLSA: Non-Exempt

Physical Demands and Work Environment:

This job requires the employee to frequently sit and talk. The employee is occasionally required to use hands to finger, handle, feel or operate objects, tools, or controls and reach with hands and arms. The employee is regularly required to stand and talk. Must occasionally lift and/or move up to 25 pounds. Work is generally performed primarily in an office setting.

Career Service: Exempt EEO: Para-Professional FLSA: Non-Exempt