Job Opening at DeKalb Township

TOWNSHIP OF DEKALB JOB DESCRIPTION

TITLE: Administrative Assistant
STATUS: Full Time, Non Exempt
DEPARTMENT: ALL
REPORTS TO: The Office Manager and Elected Officials (Supervisor, Assessor, and Highway Commissioner)
ADOPTED/REVISED DATE: October 18, 2017

POSITION SUMMARY

Performs administrative, technical, and clerical duties in support of the Office Manager, and Elected Officials (Supervisor, Assessor, and Highway Commissioner).

QUALIFICATIONS/SKILLS CONSIDERED FOR THIS POSITION

A high school diploma; some college preferred.
One (1) year in a relevant government office or three (3) years in administrative experience; recent experience preferred.
Exceptional verbal and written communication skills; understand and exhibit basic rules of English grammar and punctuation.
Proficient in Microsoft Word, Excel, and Outlook; knowledge of Quickbooks a plus.
Extraordinary interpersonal skills including understanding, patience, friendliness, courtesy, tact, empathy, concern, and politeness to others; relates well to different people from varied backgrounds and situations.
Tolerant and able to handle stressful situations in a professional manner.
Exhibit and maintain a high level of professionalism and confidentiality while exercising judgment in facilitating highly confidential matters.
Disciplined and motivated by working independently with minimal direction.
Knowledge of basic office equipment; including but not limited to telephone system, copier, scanner, shredder, audio recording devices, projector, TV, DVD, handheld electronics and other related equipment.
Comprehend and practice a basic system of safety procedures and precautions.
Bilingual in Spanish a plus.
Must pass criminal background check.

Under minimal supervision, performs all essential functions of the Administrative Assistant. In addition, this position performs a variety of higher level functions.

 

JOB RESPONSIBILITIES
  • Establish and maintain effective working relationship with coworkers, supervisors, department heads, elected officials, and other agencies
  • Effectively and efficiently provide customer service to the public by answering phones, taking messages, facilitating them in determining which department they need, and answering questions.
  • Develops office forms and procedures
  • Compose letters, reports, and other documents.
  • Orders, distributes and maintains office supplies and office equipment
  • Updating, formatting, and compiling Township forms and documents; distribute and maintain printed material as necessary
  • Creates and maintains archival filing system with the use of scanning equipment and

programs

  • Assist and/or create PowerPoint and other formal presentations
  • Ensures efficient operation of the Office and lobby
  • Performs other duties of a similar or related level as necessary or assigned.

ESSENTIAL FUNCTIONS

  • Assist with preparation/post monthly meeting tasks for the monthly Township Board meeting.

  • Ensures that all legal notices are properly prepared and published according to related laws, regulations and policies.

  • Create and modify reports, memos, and letters using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, Excel and PowerPoint.

  • Assist in maintaining office calendar to coordinate workflow and meetings with staff, department heads and elected officials.

  • Assist in coordination and implementation of Township sponsored events, activities and meetings.

  • Maintain general office supplies; Order and distribute supplies as needed.

  • Oversee Township office equipment; maintain supplies and coordinate repairs.

  • Support Township staff in assigned project-based work.

  • May supervise volunteers and interns.

  • Interact with Township Officials; network with other local, state and federal agencies.

  • Assist Administrative Department employees with clerical work and basic projects as needed.

  • Other duties as assigned by the Office Manager and Elected Officials (Supervisor, Assessor, and Highway Commissioner).

EXPECTATIONS OF POSITION

The Township office hours are Monday through Thursday from 8:30 a.m. to 4:30 pm., and Friday from 8:30 a.m. to 12:00 noon. The Administrative Assistant is expected to open and close the office. This individual must be present and ready to work at 8:30 a.m. and have initiated closing procedures by 4:30 p.m. or as is otherwise required to open and lose the office should office hours change.

The Township office has additional hours during the year, evenings and weekends, that will require the attendance and participation of the Administrative Assistant. The Administrative Assistant will work under the direction of the Office Manager, and Administrator and will be required to complete such tasks as assigned.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Work is primarily performed in an indoor office setting with extended periods at a computer, sitting or standing. Physical effort is needed to move, lift and carry office equipment and office supplies up to 25lb. Examples of physical demands include reaching, standing, sitting for long periods of time, grasping, typing, talking, crouching, kneeling, seeing and hearing.

The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The Official Website of DeKalb Township – In DeKalb County, Illinois