LANDSCAPE MAINTENANCE OPERATIONS ASSISTANT

Cook County•Chicago, IL

11h

About The Position

Under general supervision and direction from the Landscape Maintenance Leadership serves as the first point of contact for the assigned division. Provides excellent customer service to the public and employees. Performs a variety of coordinated and specialized tasks to provide logistic and technical support to office, business, and operations. Works closely with supervisors to provide efficient responses to customer concerns or inquiries. Utilizes office equipment and computer software programs such as Microsoft Office. Updates and manages tracking of operations-related data and enters information into administrative reports as well as department shared platforms. Responsible for front office duties, timekeeping, processing work orders, updating inventories, and other administrative tasks. Assists employees with work-related documents and reports. Serves as liaison for the Community Service Workers Program. This is a full-time position.

Requirements

Must possess an associate degree or higher from an accredited college or university in business administration, public administration, or a substantially similar area AND at least 1 year of full-time work experience as an administrative assistant or substantially similar position OR must possess a high school diploma or GED or higher AND at least 3 years of full-time work experience as an administrative assistant or substantially similar position.
Must possess a valid driver’s license.
Good interpersonal relation skills with the ability to be tactful and exercise diplomacy in meeting the public and employees in a wide range of diverse situations.
Excellent Microsoft Office Suite (Word, PowerPoint, Outlook, Excel, etc.) skills.
Utilizes SharePoint, OneDrive, and various video conferencing platforms, such as Microsoft Teams and Zoom.
High level of accuracy and proficiency in the use of a computer and software programs to manage and generate information, reports, letters, spreadsheets, etc.
Be a proactive problem solver with a keen ability to provide great detail.
Able to prioritize and work simultaneously on various projects while meeting strict deadlines.
Basic knowledge of the purpose and goals of the District.
High level of attention to detail; ability to proof, verify and edit data from documents. Ability to follow-up in a thorough and timely manner relative to unresolved business.
Ability to work independently in a time sensitive environment.
Ability to telecommute if necessary.
Ability to communicate effectively and tactfully with others both verbally and in writing.
Thorough knowledge of specialized principles and techniques regarding office practices and procedures. Knowledge of good office management principles. Skills and accuracy in the control, organization and maintenance of files and records.
Ability to work collaboratively and cooperatively with field staff; as well as administrative, supervisory, and professional personnel in maintaining adequate services, valuing individual and cultural differences.
Ability to coordinate several tasks, prioritize and perform well under pressure, plan and conduct multiple assignments within specified time frame/deadlines.
Ability to apply basic mathematics skills to a variety of tasks.
Ability to maintain confidentiality of District information.
Ability to research, analyze data and make recommendations.

Nice To Haves

Possess at least one season of work experience with the Forest Preserves of Cook County; OR possess at least one season of work experience as a Conservation Corp Crew member; OR possess at least one season of work experience on property of the Forest Preserves of Cook County with partners such as the Chicago Zoological Society, Chicago Botanic Garden, Greencorps Chicago; OR possess at least one season of work experience with other partners such as, Friends of the Forest Preserves or the Student Conservation Association.

Responsibilities

Performs responsibilities independently.
Reviews specific instructions on new assignments, identifies sources of information, and assists with problem solving.
Utilizes software applications such as Microsoft Office to compose a variety of standard and original formatted/formulized documents such as memos, letters, databases, tables, spreadsheets, operational and administrative reports. Reviews assembled data/documents for completeness, clarity, and accuracy.
Performs timekeeping responsibilities and address payroll issues and concerns.
Assists with the Department’s on/off boarding process and other administrative related processes such as transfers and over-time requests.
Assists Landscape Maintenance staff with logging in to their emails or equipment set-up for online meetings and trainings.
Prepares requisitions and invoices for payment.
Performs document control functions; maintains files or record systems, updates, and purges files according to the record retention procedures and categorizes information for filing.
Coordinates and assists with managing incoming and outgoing mail.
Answers, screens, and forwards inquiries.
Serves as liaison between supervisors and Community Service Workers Program.
Analyzes and manages office equipment needs, prepares justification for purchase of office equipment in addition to keeping an up-to-date inventory system.
Assists with managing contracts.
Maintains files and database records as required.
Keeps employee bulletin boards updated.
Keeps inventory and vehicle maintenance information updated.
Processes workorders and requisitions.
Assists with processing work related documents.
Performs other related duties as assigned.