CUSR Office Manager serves as the first point of contact for the Park District at the CUSR Center. This position is responsible for creating a welcoming and professional atmosphere for visitors, patrons, participants and employees. The CUSR Office Manager provides exceptional customer service and ensures efficient front desk operations, they assist with registrations, are the point of contact for vendors, manage office supplies and equipment and assists the CUSR Manager with managing the facility. The CUSR Office Manager is friendly, well-organized, and capable of multitasking in a fast-paced environment, positive and presents a professional image for our organization

• Minimum of three (3) years as an Office Manager or similar administrative role.
• High school diploma or equivalent; an associate's degree in business administration or a related field is preferred
• Ability to balance cash transactions.
• Excellent communication and interpersonal skills demonstrating a positive attitude.
• Strong verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficiency in basic computer applications (e.g., Microsoft Office, email, calendar management).
• Attention to detail and accuracy in handling tasks.
• Valid driver’s license with clean driving record.
• Experience with working with/ supporting/ communicating with individuals with disabilities preferred.

SUPERVISION

The CUSR Office Manager is directly responsible to the CUSR Program Manager.

Training can be obtained through the champaign park district

• First Aid, AED, and CPR Certification
• Heads Up Concussion training
• Mandated reporter training
• Harassment prevention training
• Bloodborne pathogen training
• Recreation software system training
• Drivers training and test
• Facility training

CLASSIFICATION

• Non-Exempt, hourly
• Full-Time position

ESSENTIAL FUNCTIONS

• Follow all Champaign Park District safety policies and perform all work in a manner that ensures the safety of the public, fellow employees, and themselves
• Demonstrate a high level of professionalism and discretion in all interactions, including maintaining strict confidentiality regarding staff information, communications from supervisors, and conversations with parents or patrons. Uphold the Park District’s policies and standards for data privacy and confidentiality at all times.
• Greet and assist walk-in patrons with excellent customer service and professionalism
• Professionally manage incoming calls, routing them appropriately and taking accurate messages when needed.
• Maintain the master schedule, coordinating facility use with staff.
• Set up and oversee assigned programs and rentals.
• Ensures appropriate income allocation for each program, process all registrations, refunds, transfers, and ticket sales appropriately.
• Ensure proper cash handling procedures and cash drawer is balanced daily
• Provide monthly attendance, facility, and weekly activity reports.
• Assist in hiring and training reception and front desk staff, ensuring adequate coverage for all shifts at all facilities.
• Train new staff in customer service and recreation software.
• Exhibit in-depth knowledge of Park District and specifically CUSR programs.
• Give tours of the facility.
• Proactively address customer issues, ensuring a positive experience for all patrons.
• Facilitate cross-training of staff across facilities.
• Manage work requests, capital improvements, and facility suggestions.
• Regularly communicate with staff about daily operations and address staff-related concerns.
• Relay crucial information clearly and promptly to employees, visitors, and clients.
• Maintain a safe and secure environment for staff and participants.
• Implement purchasing following District procedures.
• Perform daily AED and equipment checks
• Works occasional nights and weekends as needed including CUSR Cupcake 5k, Annual Awards Banquet and any other CUSR events.
• Provide basic information about the Park District and CUSR and direct inquiries appropriately.
• Ensure the reception area is well organized, reflecting the company’s professional image.
• Assist with special requests from clients or staff, demonstrating a proactive and helpful attitude.
• Responsible for the completion and distribution of the CUSR Newsletter.
• Conduct weekly program surveys, track and distribute results appropriately.
• Attend Administrative Board Meetings and Advisory Committee meetings and responsible for taking minutes at those meetings.
• Work with Recreation Services Manager on contacting and securing sponsors for CUSR events.
• Maintain a list of current and past CUSR sponsors
• Comply with equal opportunity and harassment laws, policies and procedures
• Other duties as assigned.

PHYSIOLOGICAL CONSIDERATIONS

• Extensive computer use.
• Extended periods of time on the telephone.
• Available to work in the evenings and weekends.
• Receptionists should be able to move around the reception area to greet patrons and assist them effectively. They may also need to move within the facility to coordinate and oversee programs and rentals or give tours.
• The role demands the ability to handle multiple tasks simultaneously, such as answering calls, managing schedules, and assisting visitors.
• Receptionists may engage in repetitive tasks, including typing, data entry, and handling paperwork. They should have the physical dexterity and endurance to perform these tasks accurately and efficiently.

ENVIRONMENTAL CONSIDERATIONS

• Must be able to work in a shared office environment.
• Reception areas can be busy and noisy, requiring the ability to concentrate amidst various distractions.
• Receptionists are expected to maintain a professional appearance and demeanor, reflecting the organization’s image.
• Receptionists may work in different areas of the facility, including offices, reception areas, and program spaces. They should be comfortable transitioning between these settings and adapting to different environmental conditions.
• Receptionists must be aware of their surroundings, ensuring the safety and security of staff and patrons. Knowledge of emergency procedures and the location of safety equipment is crucial.
• The job may require working evenings, weekends, and holidays based on the facility's operating hours. Receptionists should be flexible in their scheduling to accommodate the needs of the Park District and its patrons.

The Champaign Park District is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or veteran status. We are committed to providing a workplace that is free from discrimination and harassment of any kind. All employees are required to comply with our equal opportunity and harassment laws, policies, and procedures.

BENEFITS

• Health Insurance:
  • Provider: Health Alliance
    • 3 options: HMO, Point of Service (POS), or Health Saving Account (HSA)
  • The Park District pays 100% of full-time employee-only health insurance of the 3 Tier POS plan and 40% of dependent care
• Dental:
  • Provider: Kansas City Life
  • The District pays 100% of full-time employee-only standard dental insurance
  • There is a second option to buy up for more coverage in with the employee will contribute to
• Vision
  • Available to staff, paid by the employee
• Basic Term Life and AD&D
  • 1.5 times annual wages
  • $0.00 paid by the employee, voluntary additional life insurance for employee, spouse and children are available, paid for by the employee
• Flexible Spending Account
  • Medical Plan
  • Dependent Care Plan
• Employee Assistance Program
  • 100% pay the Park District
• Disability Policy
  • IMRF disability is available after 30 days at 50% of salary. The employee must be employed 1 year before being eligible
• Retirement options:
  • IMRF Pension (employer contributes)
  • ICMA 457 Plan
  • ICMA Roth IRA
• Expense Reimbursement
  • $100 annually for garments, steel toe boots, fitness, etc.
• Vacation Time
  • Years 1-3: 12 days
  • Years 4 - 6: 15 days
  • Years 7 - 10: 18 days
  • Years 11 and on: 21 days
  • Up to 240 hours (30 days) can be rolled over from year to year)
• Sick Leave
  • One sick day per month accrued provided to employees
  • Sick days roll over from year to year
  • No cap on how many sick days can rollover from year to year.
• Holidays
  • Ten (10) holidays per year provided to employees
• Personal Days
  • Two (2) personal days per year are provided to employees. Must be used in the fiscal year
• Free Membership
  • The Park District pays for employee only membership to the following places, upon request:
  • Leonhard Recreation Cener, Sholem Aquatics Center, Martens Center, Bark District