Village of Schaumburg

Village of Schaumburg

NOW ACCEPTING APPLICATIONS FOR THE POSITION OF:

Administrative Secretary (General Government)

Interested candidates are encouraged to apply as soon as possible. Interviews will be conducted as applications are received. This position will remain open until filled.

STARTING PAY RATE: $28.74 – $31.98 per hour based on a 40-hour workweek. Salary dependent on qualifications. The salary range for this position is $28.74 – $41.69.

Please attach as part of your application all necessary documents verifying that you meet the minimum qualifications for the position.

JOB SUMMARY:

This position performs a wide range of administrative and office support activities for the department and/or managers to facilitate the efficient operation of the organization. Responsible for the day-to-day operations of the department including setting up and maintaining various file systems, scheduling appointments for the department director as needed and handling inquiries and concerns from the general public and other departments.

To succeed in this role, applicants will need to effectively and clearly communicate to a full range of people inside and outside the organization, prioritize multiple projects, and organize time and resources efficiently. We are looking to add a team member with the ability to shift gears comfortably and adapt and recover well to stress.

JOB DUTIES:

1. Serves as information and communication liaison for the office by interacting with employees and outside customers who enter the Manager’s office including receiving and screening phone calls.

2. Acts as intermediary for the Village Manager, Assistant Village Manager, and Director of Communications and Outreach, regarding internal and external contacts. Handles complaints, inquiries, and requests independently and as directed by the Village Manager’s Office executive staff in an efficient and confidential manner.

3. Maintains and manages electronic calendars for the Manager’s Office Executive staff including making reservations, as well as arranging meetings, conferences, and interviews.

4. Assists in the preparation of information and materials relating to the department’s annual budget; enters, reviews, coordinates and approves all requisitions/purchase orders for appropriateness, completeness, and compliance with approved budget; initiates and prepares budget reallocations and change orders as needed.

5. Processes payroll for General Government, President and Board including overtime for Executive Secretary – Mayor’s office.

6. Ensures accuracy of all requisitions and purchase orders and addresses any issues.

7. Maintains and creates files of both confidential and non-confidential information pertaining to collective bargaining, development agreements, confidential correspondence, financial, legal, statistical, and other Communications and Outreach Department and General Government records. Ensures these files are all maintained in accordance with the village’s document retention policy.

8. Screens and routes daily mail; responds directly to some letters as directed.

9. Creates Customer Service Requests (CSRs) for various repairs needed throughout the building and is the information liaison with the Engineering and Public Works Department.

10. Performs other duties as assigned.

QUALIFICATIONS:

1. Education equivalent to a high school diploma.

2. A minimum of five years of experience as a secretary in an office with sound administrative work experience and responsibility.

3. Proficiency with current computer technology, job specific software, and customer service systems.

BENEFITS:

The Village of Schaumburg has a competitive benefit package which includes: flexible benefit Section 125 plan including health, dental, vision, and life insurance as well as medical and dependent care flexible spending accounts, a retirement plan through the Illinois Municipal Retirement Fund, paid holidays, paid vacation, sick leave, tuition reimbursement, and more.

SELECTION PROCESS:

Candidate screening process may consist of an application review, skills testing, employability assessment, interviews, reference checks, and other job-related testing or verifications. Chosen candidates will be subject to a background and criminal history investigation, and qualifying pre-employment medical examination and drug screen (including cannabis).

THE VILLAGE OF SCHAUMBURG IS AN EQUAL OPPORTUNITY EMPLOYER

To apply for this job please visit career4.successfactors.com.