Concession Aide (Part-Time)

Forest Preserve District of Cook County

Job Summary

Under direct supervision of the Business Development Manager, the Concession Aide is responsible for assisting in researching, recruiting and onboarding of new vendors, along with auditing and monitoring operations of current District vendors as needed. Assists with researching, vendor outreach, for proposals (RFP) and requests for qualifications (RFQ) as a way of recruiting concessionaires in addition to overseeing seasonal vending programs to increase revenue generation. Provides operational oversight, on-site monitoring and technical support to ensure the smooth running of assigned concession operations. Actively assists in managing existing contracted vendors to ensure full compliance with all contractual obligations. This position is a year-round, part-time position and will require occasional travel, which will not exceed 29 hours per week.

Typical Duties

Processes concession permit applications, including verifying payments, collecting insurance documentation, and ensuring all relevant business licenses are obtained. Tracks payments from various revenue generating sources

Support with maintaining vendor files and ensure all payment information is up to date.

Work with audits and provide supporting documentation as needed.

Assists and serves as a point of contact for vendors with any issues during operations.

Supports the development and monitoring of a concession management business model and implements the vision for District concessions reflecting the model and key values of the District.

Conducts benchmarking of industry best practices to evaluate and improve concession and permit-related operations.

Assists with basic permit operations of the department which include, but not limited to, issuing basic permits, taking calls, greeting customers and answering basic permit questions.

Reviews submitted material for completeness, clarity, and accuracy; reconciles discrepancies by cross-referencing data and records.

Supports the overall assessment and analysis of District's needs for various potential concession operations including, but not limited to, food, outdoor recreation, programming, and retail.

Supports the implementation of concession policies, procedures, and standards. Works with Business Development Manager to support vendor activities and improve their performance at requested special event as needed.

Keeps official records; prepares memoranda outlining and explaining concession related procedures and policies. Prepares agendas and follow up memos for meetings.

Performs agency liaison functions and coordinates meetings with internal and external customers.

Maintains and expands database records including concessionaire flyers and mailing lists of vendors.

Educates vendors on District requirements, licenses, insurance and permits as well as providing technical assistance if needed.

Assists in reviewing contracts and other legal documents to ensure that program activities comply with local, state and federal regulations.

Formulates and assembles information about concessionaires for dissemination.

Benchmarks public and private organizations to obtain vital information relating to the concessions program.

Develops presentations, hand outs, and actively assists with marketing concessions opportunities

Cold calls potential concessionaires to promote interest in District business opportunities

Performs other related duties as assigned or requested.

Minimum Qualifications

Must possess a high school diploma, or GED, or higher.

Must possess a valid driver's license.

Must possess at least 2 years of full-time professional work as an administrative assistant or substantially similar position.

Preferred Qualifications

Possession of a bachelor's degree or higher in public administration, hospitality management, retail management, marketing, business administration or substantially similar area from an accredited college or university, OR possession of 1 season of work with the Forest Preserves of Cook County, OR at least 1 season of work experience as a Conservation Corp Crew member, OR at least 1 season of work experience with partners such as the Brookfield Zoo Chicago, Chicago Botanic Garden, Greencorps Chicago, Friends of the Forest Preserves, Student Conservation Association, Cook County, the City of Chicago or the Chicago Park District.

Knowledge, Skills, Abilities and Other Characteristics

Excellent communication and customer service skills; ability to gather information from others and make inquiries; ability to convey information and explain or describe basic office policy and procedure to others in person or by telephone.

Competence with Microsoft Word, PowerPoint, Outlook, and Excel (in a Windows environment); familiarity with design capabilities of Microsoft Word and other design software.

Ability to work on multiple projects simultaneously, capable of meeting tight deadlines, and working calmly under pressure.

Excellent written and verbal communication in addition to organizational skills and professional presentation.

Ability to plan and coordinate the timeline for tasks assigned to concessionaires in District.

Ability to research, analyze data and make recommendations.

Demonstrate initiative, leadership, and teambuilding skills.

Work as a team member and support a cooperative work environment

Strong problem-solving, analytical, decision-making and excellent interpersonal skills.

Ability to work a variable schedule and work effectively in a diverse, fast-paced environment with a focus on delivering the highest level of customer satisfaction essential.

Ability to work a flexible schedule, including weekends, holidays and evenings at multiple locations.

Ability to drive to various District locations throughout Cook County as needed.

The duties listed are not set forth for purposes of limiting the assignment of work. They are not to be construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside an employee's normal line of work.

Veteran's Preference

When applying for employment with the Forest Preserve District of Cook County, preference is given in the application process to honorably discharged Veterans who have served in the Armed Forces of the United States for more than 180 consecutive days or during War Time. To take advantage of this preference, a Veteran must:

Meet the minimum qualifications for the position.

Identify him/herself as a Veteran on his/her employment application by answering "Yes" to the question "Are you a military veteran?"

Attach a copy of his/her DD 214, DD 215, or NGB 22 (Notice of Separation) at the time of application by uploading it as part of the application. If there are multiple DD 214s, DD 215s, or NGB 22s, the one with the most recent date should be submitted. Coast Guard members must submit a certified copy of the military separation from either the Department of Transportation (before 911) or the Department of Homeland Security (after 911).

Provide original applicable discharge papers at time of interview.

General District Employment Requirements

PROOF OF EDUCATION, CERTIFICATIONS AND LICENSES WILL BE REQUIRED AT TIME OF INTERVIEW. REQUIRED PROOF MUST BE SENT TO DISTRICT PRIOR TO INTERVIEW.

The Forest Preserve District of Cook County is an equal opportunity employer and ensures against discrimination in employment on the basis of a person's race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity. We value our employees and the different talents, expertise, and viewpoints that each brings to the table. We believe a robust exchange of ideas results in better decision-making and we commit to providing a constructive, safe, and positive work atmosphere that promotes mutual respect and empowers individuals to thrive in their jobs.