Joliet, IL – Administrative Assistant

TITLE: Administrative Assistant

JOB CODE: 1668
DEP/DIV: Community Development
ESTABLISHED: 03/29/1974
REPORTS TO: Director of Community Development
FLSA STATUS: Exempt
EMPLOYEE STATUS: Permanent/Full-time
LOCATION: City Hall
SALARY/GRADE: $47,500 – $75,654

Classification 10/Group III
GENERAL PURPOSE

Provides a variety of routine, complex, and confidential secretarial and administrative support to the Director of Community Development (Department Head), Division Manager (Director), or a comparable level of executive manager and performs related duties as required. Demonstrates strong organizational skills and implements administrative work procedures to ensure the office of the Department Head/Director runs smoothly and efficiently.

Helps to resolve information requests from the public and other City agencies, provides administrative support to Department/Division staff as directed, keeps official records, and assists in administrating the Department’s standard operating policies and procedures.

Answers phones and prepares correspondence, memoranda, and other material requiring judgment on content, accuracy, and completeness. Schedules and coordinates meetings, receives the public, provides customer assistance and bookkeeping, applies routine knowledge of Departmental rules, regulations, and procedures, and provides liaison between the administrative office, internal divisions, and other City staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

·         Relieves the Director of Community Development (Department Head), Division Manager (Director), or a comparable level of executive manager of clerical and administrative type functions, including overseeing the work of subordinate clerical and temporary staff,

·         Screens visitors and telephone calls, takes messages and uses judgement in forwarding calls to appropriate personnel for response and resolution,

·         Maintains the Department Head’s calendar and schedules appointments, schedules meeting rooms, and manages meeting arrangements and logistics,

·         Briefs and prepares the Department Head for meetings,

·         Relays requests for information and directives from the Department Head to departmental staff and provides status reports,

·         Provides summaries of incoming mail, meeting requests, and other items requiring the Department Head/Director’s attention and response,

·         May attend City Council and Committee meetings, take dictations, transcribe, take notes at meetings and prepare summaries,

·         Prepares records such as notices, minutes, and resolutions,

·         Review correspondence and other materials requiring the Department Head/Director’s signature before presenting for signature,

·         Maintains confidentiality of all materials and files, including personnel records, grievances, and other labor relations documentation,

·         Communicates with Departmental and other city staff, city officials, and external customers to apprise the Department Head/Director on the status of various projects or critical issues,

·         Demonstrates ability to use MS Word and Excel in a variety of correspondence and creating spreadsheets and databases to maintain and track information,

·         Conducts research and prepares correspondence in response to inquiries or information requests for the Department Head/Director’s signature,

·         Works on special projects and handles special assignments as directed by the Department Head/Director,

·         Acts as custodian of Departmental or Division documents and records, establishes and maintains filing systems, organizes records and indexes using moderate independent judgment,

·         Makes travel and hotel arrangements and prepares paperwork for travel reimbursements,

·         Inputs data to standard office and department forms, makes simple postings to accounts, compiles data for various reports,

·         Assists in the procurement of department materials and supplies,

·         Receives, stamps, and distributes incoming mail, processes outgoing mail,

·         May be required to become a notary and notarize documents and

·         Provides backup to related positions and other duties as assigned.

NOTE: This list of essential duties and responsibilities is not intended to be inclusive. There may be other duties that are essential to clerical and office administration.

REQUIRED KNOWLEDGE, SKILLS AND ABILITES

Considerable knowledge of:

Secretarial, clerical, and administrative work processes,
Applicable computer software applications and personal computer operations
Report preparation methods, practices, and procedures,
Knowledge of applicable City and department policies, procedures, rules, and regulations
QUALIFICATIONS

·         An associate degree from an accredited college or university, plus two to three years of work experience performing secretarial and/or administrative support functions or an equivalent combination of education, training, and experience.

·         Must demonstrate skill in using MS Word, Excel, and PowerPoint software.

·         Excellent organizational and communication skills required.

SPECIAL REQUIREMENTS

Valid Illinois driver’s license.

TOOLS AND EQUIPMENT USED

Personal computer including office suite, design and publishing applications, iPad, smart phone, calculator, telephone, and any other tools of the trade that may come into common use or be necessary to perform needed tasks.

PHYSICAL DEMANDS

The physical demands described herein are 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.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or operate objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work is generally performed in an office environment and includes occasional site visits to other businesses.  The noise level in the work environment is usually quiet, except for office equipment background noises; subject to frequent interruptions by telephone callers and walk-in visitors.  Occasional evening and weekend hours to meet deadlines; may travel to various City locations to participate in presentations and/or meetings.

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by an employee assigned to this position and are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. The omission of specific statements of duties does not exclude them from the position if the work is similar,