ADMINISTRATIVE ASSISTANT II – FIRE DEPARTMENT

The Village is accepting applications to fill an Administrative Assistant II position in the Fire Department. The role performs administrative and customer service duties under minimal supervision, which include data entry and accounting. Additionally, the person in this role will maintain files, inventories, supplies, equipment, and records. The ideal candidate will demonstrate the ability to build and maintain effective working relationships, work independently, prioritize tasks, meet deadlines, manage confidential information with discretion, and communicate clearly and professionally both verbally and in writing.

Major Duties and Functions:
● Maintains personnel files and records
● Prepares payroll
● Provides administrative support to the Fire Chiefs and other management staff, including registrations, coordination of various public programs, and community tours
● Answers, assists with, and directs inquiries via phone or email
● Prepares and organizes school programs performed by the Fire Department
● Compiles monthly statistical reports
● Serves as FOIA Officer and Notary Public for the department
● Performs accounts payable (AP) and accounts receivable (AR) duties; manages purchase orders (POs) and serves as the billing point of contact for outside vendors; performs other customer service support functions
● Interacts with other Village Departments
● Other duties as assigned

Knowledge, Skills, and Abilities Required:
● Demonstrates a high level of customer service skills
● Understand basic budgetary principles and practices and standard business arithmetic
● Ability to perform a variety of complex tasks in a fast-paced environment without a loss in detail, productivity, or quality.
● Ability to understand and operate complex and technical computer software and programs

Education and Experience:

An Associate’s degree is preferred, accompanied by at least three years of relevant clerical experience. A combination of education and experience that produces the required knowledge, skills, and abilities is also acceptable.

Licenses and Certifications:
● Notary within 6 months of hire
● Freedom of Information Act (FOIA) and Open Meeting Act (OMA) Training completed within 6 months of hire

Salary and Benefits: The full salary range for the exempt position is $56,422 – $77,580, with a maximum starting salary of $67,706, depending on qualifications. The Village provides an excellent benefits package, including health, dental, vision, and life insurance, as well as participation in the Illinois Municipal Retirement Fund (IMRF). Review the Benefits Summary for additional details.

APPLY NOW! Interested applicants may apply online at www.downers.us. Only online
applications will be accepted, except in cases requiring reasonable accommodations. The
position is open until filled.

The Village of Downers Grove is an Equal Opportunity Employer.