ADMINISTRATIVE ASSISTANT

CITY OF BATAVIA; Batavia (IL); On-site; USD 63,000 - 87,000; Full time

Benefits offered by this job

Paid Time Off

Health Insurance

Life Insurance

IMRF Pension

Tuition Reimbursement

Milestone Rewards

Annual Awards & Appreciation Event

Annual Employee Picnic

Wellness Events

Diversity & Inclusion

Job summary

The City of Batavia seeks an Administrative Assistant in its Community & Economic Development Department. This on-site, full-time role supports permitting, inspections, and customer inquiries, helping residents and businesses navigate processes with accuracy and discretion.

Responsibilities include handling correspondence, maintaining records, processing permits, and coordinating with other departments. Competitive benefits accompany a 40-hour work week.

Qualifications

• Graduation from high school (or GED) with business/secretarial study including computer use.
• Secretarial work experience is preferred but not required.
• Equivalency of training and experience considered.

Responsibilities

• Receive and screen calls and visitors; respond to inquiries and direct issues.
• Process department service applications (permits, licenses); schedule inspections.
• Maintain records of applications, permits, inspections and department activities.
• Prepare correspondence, reports, and notices for bids/hearings; assist in newsletters.

Skills

Customer service

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

Job DetailsLevel: EntryJob Location: Batavia, IL 60510Position Type: Full TimeSalary Range: $30.22 - $41.68 HourlyJob Shift: Day

Ready to make a difference in a department that touches the lives of so many in our community? Join the City of Batavia’s Community & Economic Development Department as one of our Administrative Assistants and help residents, businesses, and contractors navigate the permitting and development process. From processing permits and coordinating inspections to answering questions and connecting people with the right resources, you’ll play an important role in helping Batavia grow while providing great service to the community!

POSITION SUMMARY

This is responsible administrative and secretarial work serving as secretary for a department or division and involving the performance of delegated administrative duties. Work involves performing diverse administrative, secretarial, and support activities. Work often involves extensive public contact and requires effective coordination with other City departments and agencies. Work requires the exercise of considerable judgment, initiative, and discretion based on knowledge of departmental policies and procedures. Incumbents perform general duties with a minimum of supervision. Work is performed under the direct supervision of the department director.

This position is a full-time on-site position reporting to the City of Batavia's City Hall building. The work schedule for this position is Monday to Friday 8:00AM-5:00PM.

Hiring Range: $30.22–$35.49 per hour ($62,877–$73,832 annually), DOQ

Full Salary Range: $30.22–$41.68 per hour ($62,877–$86,697 annually)

This position is classified as Pay Grade 7 under the City of Batavia’s Wage and Salary Ordinance. This is a non-union, non-exempt position with excellent benefits.

The City of Batavia offers a competitive benefit package that includes:

• Paid Time Off (PTO): Generous vacation days, sick leave, and personal day.
• Comprehensive Health Insurance: BCBSIL PPO & HMO Medical, dental, and vision coverage.
• Life Insurance equal to your annual salary paid by the City.
• IMRF pension with an employer contribution.
• Tuition Reimbursement: Support for further education.
• Milestone Reward Program
• Annual Employee Awards and Appreciation Event.
• Annual Employee Picnic
• Annual Holiday Party
• Wellness Events
• Inclusive and Diverse Workplace: Commitment to diversity, equity, and inclusion.
• And much more!

ESSENTIAL DUTIES & RESPONSIBILITIES

• Receives and screens telephone calls and visitors; responds to inquiries and complaints; handles routine matters and directs unusual matters to superior or to appropriate authority.
• Processes applications for the department’s services which may include building, electrical, engineering and plumbing permits, special event permits and various licenses; schedules inspections; answers basic code inquiries; maintains permanent records of applications, permits and inspections. Maintains records on a variety of departmental activities such as permit information, violations and zoning information; prepares inspection schedules.
• Relieves a department head of routine administrative and office management details, checks reports, memos, and other written communications for accuracy and conformance to policies and procedures.
• Assists in the preparation of, or prepares correspondence, special reports, surveys, requests for information, correspondence, news releases, newspaper ads and legal notices for bids and hearings, newsletters, and other materials.
• Using a computer and appropriate software, types of correspondence, reports, and other department documentation; transcribes material; composes and types letters, memos, and notices for signature of superior.
• Schedules appointments and meetings; sorts and delivers department mail; operates a variety of office equipment, including personal computers, calculators, typewriters, fax machines, and copiers.
• Maintains effective relationships with other City departments; sends and receives requests for information and other matters on behalf of departmental management staff.
• Processes bills and prepares purchase orders for department; orders supplies for department.
• Tracks budget activity to assist in preparation of annual budget.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS – EDUCATION & EXPERIENCE

Graduation from high school (or GED) with advanced course work in business or secretarial science including the use of a computer in an office setting; experience in secretarial work; some previous experience within the scope of responsibilities of a particular City Department desirable, but not required; or any equivalent combination of training and experience.

MINIMUM QUALIFICATIONS - KNOWLEDGE, SKILLS & ABILITIES

• Considerable knowledge of Microsoft Office Suite, office procedures and practices.
• Knowledge of and ability to perform arithmetic calculations quickly and accurately.
• Ability to deal with the general public tactfully and courteously and to establish and maintain effective working relationships with other employees, public officials and the general public.
• Ability to effectively communicate verbally, in person, over the phone, and the ability to compose and prepare effective correspondence in writing.
• Ability to type accurately at a high rate of speed, and to type correspondence from transcribed dictation or notes.
• Ability to make independent decisions in accordance with established policies and procedures.
• Ability to learn and use specialized language and technical terms unique to the department of assignment.

PHYSICAL DEMANDS/WORKING CONDITIONS

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

Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment.

While performing the duties of this job, the employee frequently is required to sit and talk or hear; use hands and fingers to handle, feel or operate objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel or crouch. The employee is occasionally required to walk, and lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

The City of Batavia is committed to compliance with the American Disabilities Act and is an Equal Opportunity Employer. Diversity and inclusion are critical to our success.

Hiring Process

Applications will be reviewed after the posting has closed. Selected candidates will be invited to an in-person interview. If selected to move forward, the candidate will be subject to reference checks, background and/or credit checks, fingerprinting, polygraph, and medical or other examinations, as required. This represents the City’s general hiring process; specific steps may vary depending on the position.