Administrative Secretary (Transportation)
Full Time
Schaumburg, IL 60193
Posted
Job description
VILLAGE OF SCHAUMBURG
Human Resources Department
101 Schaumburg Court, Schaumburg, IL 60193
http://www.schaumburg.com/
The Village of Schaumburg is a thriving community of 78,723 residents located 11 miles west of O’Hare International Airport and approximately 26 miles northwest of Chicago. Not only is Schaumburg the twelfth-largest community in the State of Illinois, but it is also home to the second-largest concentration of retail, office, and commercial activity. Notable village distinctions include being rated as an excellent or good place to live by 95% of respondents in the National Community Survey; having multiple highly-awarded and accredited departments; and being recognized as a Better Business Town by The Better Business Bureau of Chicago and Northern Illinois.
The village employs approximately 600 employees in 12 departments, including police, fire, engineering and public works, communications, community development, cultural services, economic development, finance, general government, human resources, information technology, and transportation. Our employees work to serve the residents and strive to make Schaumburg the best community it can be.
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: $26.85 - $30.12 per hour based on a 40-hour workweek. Salary dependent on qualifications. The salary range for this position is $26.85 - $39.93.
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 general public and other departments. Position requires effective communication skills and the ability to exercise good judgment and work independently.
To succeed in this role, applicants will need to effectively and clearly communicate to a full range of people inside and outside the organization, be capable of managing and prioritizing multiple projects with thoroughness and accuracy, and organize time and resources efficiently.
JOB DUTIES:
- Prepares agenda, committee packets and meeting minutes for designated Committee meetings. Reviews agenda items for completeness and accuracy. Responsible for ensuring designated Committee certificates for State Open Meeting Acts requirements.
- Transportation Department reception duties include greet and assess all customer needs, answer, screen and transfer inbound calls on main department phone line, provide resource information for internal/external customers.
- Maintains personnel, financial, inventory, contractual and other records for the department. Develop office forms, procedures and requests for office supplies.
- Responsible for payment, processing and maintaining department expenditures for contracts, grants and internal departmental purchases.
- Maintains and process registration applications for designated programs.
- Responsible for payroll entry and reporting for part-time and full-time employees.
- Assists in the preparation of information and materials relating to the development and management of the department’s annual budget.
- Assists and serves as backup to the Airport Manager in creating monthly invoices for multiple tenants for hangar/tie-down and business tenants, payment entry, and maintaining customer tenant file.
- Assist the department with applicable department programs including outreach to property owners and processing agreements through the Village Board for approval and recording through the appropriate county office.
- Performs other duties as assigned.
QUALIFICATIONS:
- Education equivalent to a high school diploma.
- A minimum of two years of experience as a secretary with sound administrative work experience and responsibility.
- 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
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