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Operations Assistant

Company: Rockford Park District
Location: Rockford
Posted on: November 23, 2021

Job Description:

Job Title: WNC Operations Assistant Reports To: Operations System Specialist Location(s) Involved: Webbs Norman Center, 401 S. Main Street Grade Level: 2020-2 $12.00, also eligible for health insurance and Illinois Municipal Retirement Fund Length of Season: Year Round Part-Time (up to 40-hours weekly) Summary of Duties: The WNC Operations Assistant will act as the primary receptionist for the Webbs Norman Center administration office. This person should be courteous, knowledgeable, and professional team member who welcomes guests to the Webbs Norman Center, acting as a point of contact between building staff and contractors, patrons and guests, as well as providing administrative support for the Operational Systems and Customer Experience teams. Duties and responsibilities include: Customer Experience Skills: Consistently maintains a friendly and cheerful disposition, demonstrating excellent customer service skills Makes eye contact with all building visitors passing through the lobby and offers a friendly greeting Maintains a good understanding of Park District programs and facilities in order to share information with customers and guests Help maintain the integrity of the Webbs Norman Center visitor procedures: Welcomes visitors to the Webbs Norman Center Contacts appropriate team member and inform them their guest(s) have arrived. Ensure guests sign-in and sign-out upon departure Provide guest with a visitor badge to wear while in the building Allow guests and staff access the upper levels of the WNC Issues temporary parking passes as requested for authorized guests Direct customers who want to register for programs to one of the Rockford Park District's Customer Experience locations to register in person, or through the website Treats customer complaints and concerns with the utmost attention and enters into the appropriate software Knowledge of safety and security procedures and ability to use good judgement if a situation should arise. Maintains a good understanding of Rockford Park District policies Assists with the maintenance of the customer service tracker Assists the Customer Experience team with emails, phone calls and managing the texting system. Assist customers with program registration as needed via phone, email or text. Operational Systems: Assist the operational systems team with the setup and update the District's activity registration process and software utilizing a comprehensive approach to include general administration, waivers, pricing, descriptions, comments, archiving, and database management. Respectfully manages discrete and confidential information, maintaining confidentiality regarding incident and investigation information and other operational information regarding the district. Assists the operational systems team in the development of surveys for the district's programs Assists the Operational Systems / Risk Management team with updating manuals, policies and procedures. Facilitates a culture and environment that promotes continuous improvement. Maintains a working knowledge of department safety procedures. Attends safety training programs and educational in-service trainings as required. Assists with entering accident and incident reports into the system as requested. Other duties as assigned: Direct large deliveries to the receiving door on the back dock. Receive bids for the Purchasing Department following bid procedures. Receives and distributes incoming and outgoing mail/packages. Assists with mail distribution upon request. Maintains inventory of office supplies for reception. Meeting room scheduling Miscellaneous clerical or data entry work Qualifications: Must be 18 years of age High School Diploma or GED equivalent 3 years of Customer Service or equivalent experience preferred Excellent communication skills Ability and comfortable using a variety of software platforms including: Basecamp, Microsoft Office, Google Sheets, Google Forms, RecTrac and others as needed. Good organizational skills and attention to detail Physical Demands & Work Environment: The physical demands and work environment described below is representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. * Medium to Light work: Exerting up to 30 pounds of force occasionally Exerting up to 15 pounds of force frequently Exerting up to 10 pounds of force constantly to move objects * Must be able to perform moderately physically intensive tasks, potentially including any combination of the following: climbing, balancing, stooping, sitting, kneeling, crouching, crawling, reaching, standing, walking, pushing, lifting, grasping, feeling, talking, repetitive motions, substantial movements (motions) of the wrists, hands, and/or fingers. * Ability to communicate verbally one-on-one and in groups * Ability to solve problems, understand and remember * Must be able to hear, read, and comprehend the English Language * This position is primarily stationed indoors

Keywords: Rockford Park District, Rockford , Operations Assistant, Other , Rockford, Illinois

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