Administrative Assistant

St. Clair County (IL); Illinois; On-site; USD 38,000 - 52,000; Full time

Job summary

St. Clair County (IL) is seeking an Administrative Assistant to support daily office operations, manage schedules, and handle correspondence. You will draft memos and reports for the Director and Assistant Director, collect timesheets, and maintain filing systems for efficient document flow.

You will also prepare zoning-related materials, publish hearings, issue permits, and assist the public with zoning designations. Strong communication, organization, and MS Office skills are essential.

Qualifications

• High School Diploma required.
• Knowledge of Microsoft Word, Outlook and Excel.
• Draft, proofread, and prepare memos, emails and reports.

Responsibilities

• Answer and route phone calls; greet visitors.
• Schedule appointments, manage calendars, and coordinate meetings.
• Draft, proofread, and prepare memos, emails and reports for the Director and Assistant Director.
• Collect Timesheets for the Payroll Clerk.
• Maintain physical and digital filing systems.
• Handle incoming and outgoing correspondence.
• Meet with customers to ensure Zoning variance request forms are complete.
• Prepare a file including maps and exhibits to submit to the Zoning Board of Appeals members.
• Publish public hearings in the local newspaper and mail notifications to surrounding property owners.
• Prepare Zoning Board Agenda and mail to elected officials.
• Prepare minutes of Zoning Board meetings.
• Prepare a Resolution or Ordinance for each public hearing.
• Prepare final reports and maintain files of each hearing.
• Issue Occupancy Permits and Building Permits to customers.
• Prepare final reports and maintain physical and digital files of each Zoning Hearing.
• Discuss/explain Zoning Code regulations with the public.
• Schedule Occupancy Inspections and Building Inspections and enter into Central Square and the Office Calendar.
• Submit refunds to the Auditors.
• Assist customers with Flood Zones and Zoning Designations.
• Assist Mapping & Platting with phones and counter as needed.

Skills

Strong communication

Organizational skills

Office software proficiency

Microsoft Word

Microsoft Outlook

Excel

Education

High School Diploma

Tools

Central Square

Job description

The administrative assistant supports daily office operations by managing schedules, handling correspondence, maintaining records, preparing documents, and coordinating meetings, typically requiring strong communication, organization, and proficiency with office software.

• Answer and route phone calls; greet visitors.
• Schedule appointments, manage calendars, and coordinate meetings.
• Draft, proofread, and prepare memos, emails and reports for the Director and Assistant Director.
• Collect Timesheets for the Payroll Clerk.
• Maintain physical and digital filing systems.
• Handle incoming and outgoing correspondence.
• Meet with customers to ensure Zoning variance request forms are complete.
• Prepare a file including maps and exhibits to submit to the Zoning Board of Appeals members.
• Publish public hearings in the local newspaper and mail notifications to surrounding property owners.
• Prepare Zoning Board Agenda and mail to elected officials.
• Prepare minutes of Zoning Board meetings.
• Prepare a Resolution or Ordinance for each public hearing.
• Prepare final reports and maintain files of each hearing.
• Issue Occupancy Permits and Building Permits to customers.
• Prepare final reports and maintain physical and digital files of each Zoning Hearing.
• Discuss/explain Zoning Code regulations with the public.
• Schedule Occupancy Inspections and Building Inspections and enter into Central Square and the Office Calendar.
• Submit refunds to the Auditors.
• Assist customers with Flood Zones and Zoning Designations.
• Assist Mapping & Platting with phones and counter as needed.

Requires a High School Diploma.

Knowledge of Microsoft Word, Outlook and Excel is required.

Contact - Karrey @ 618-825-2530