Administrative Secretary (Transportation) at Village of Schaumburg in SCHAUMBURG, Illinois

Job Description:

NOW ACCEPTING APPLICATIONS FOR THE POSITION OF:

Administrative Secretary (Transportation)

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: $27.94 - $31.14 per hour based on a 40-hour workweek. Salary dependent on qualifications. The salary range for this position is $27.94 - $40.74. This position is represented by a union; you may refer to the AFSCME collective bargaining agreement available on our website.

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 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 as needed, and handling inquiries and concerns from the public and other departments. The position requires effective communication skills, the ability to exercise good judgment, and the ability to work independently. The ideal candidate will need to effectively and clearly communicate to a full range of people inside and outside the organization and have the ability to understand and empathize with others. We are looking for a team member to prioritize multiple projects and organize time and resources efficiently.

JOB DUTIES:

1. Prepares agendas, committee packets, meeting minutes, and resolutions for designated committee meetings. Reviews agenda items for completeness and accuracy. Ensures designated committee certificates for State Open Meeting Acts requirements.
2. Serves as receptionist and greets and assesses all customer needs. Answers, screens, and transfers inbound calls on the department phone line and provides resource information for internal and external customers.
3. Maintains personnel, financial, inventory, contractual, insurance, and other records for the department. Develops office forms, procedures, and requests for office supplies. Establishes and maintains files, including digital (confidential and non-confidential).
4. Processes payments and maintains department expenditures for contracts, grants, and purchases. Reviews open purchase orders with the vendor for the status of the order. Maintains procurement cards, provides correct accounting, and processes records and systems. Resolves purchasing and/or payment issues.
5. Maintains and processes registration applications for designated programs.
6. Enters payroll data and reviews reports for department staff.
7. Assists in the preparation of information and materials relating to the development and management of the department's annual budget. Initiates and prepares budget reallocations and change orders as needed.
8. Assists the Airport Manager in creating monthly invoices for hangar/tie-down and business tenants, payment entry, and maintaining customer tenant files.
9. Assists the department with applicable department programs including outreach to property owners and processing agreements for approval and recording through the appropriate county office.
10. Performs other duties as assigned.

BENEFITS:

The Village of Schaumburg has a competitive benefit package with coverage that begins on the first day of employment and includes: flexible benefit Section 125 plan including health, dental, vision, and life insurance as well as medical and dependent care flexible spending accounts, and a retirement plan through the Illinois Municipal Retirement Fund. The Village also provides paid holidays, paid vacation, sick leave, tuition reimbursement, succession development, 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

QUALIFICATIONS:
1. Education equivalent to a high school diploma.
2. A minimum of two years of administrative work experience and responsibility.
3. Proficiency with current computer technology, job-specific software, and customer service systems.

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