Administrative Assistant

Village of Bloomingdale; Pride (LA); On-site; USD 19,000 - 30,000; Part time

Job summary

The Village of Bloomingdale seeks a part-time secretarial assistant to provide clerical and reception support across departments. You will handle correspondence, maintain records, process FOIA requests, and keep department data accurate in online and offline systems.

The role requires a high school diploma with secretarial training and 1–2 years of experience; strong communication, data entry, and customer service skills are essential.

Qualifications

• High school diploma or equivalent with secretarial training.
• One to two years of secretarial experience.
• Any equivalent combination of education and experience.

Responsibilities

• Types a variety of routine and non-routine documents such as letters, memoranda, forms, contracts, agreements, specifications, requisitions, vouchers, notifications, reports, invoices, personnel related
• Assists and monitors Department programs/project activity and deadlines and prepare status reports.
• Maintains data for the Department in various online and offline platforms, and in the Village website.
• Answers and directs calls; provides general information; takes and relays messages. Performs customer service functions; responds to and resolves complaints or forwards to appropriate individual.
• Opens and distributes mail; prepares mailings. Files, faxes and copies documents. Performs data entry.
• Orders and maintains inventories and supplies for the Department.
• Maintains files/records for the Department, and process the retention and destruction of said records with the Deputy Village Clerk.
• Researches and collects information and responds to Freedom of Information Act (FOIA) requests for public documents maintained by the Department. Consults with Village FOIA Officer when denials and/or exclusions are required.
• Processes purchase orders and orders supplies.
• Collects user fees, maintains ledger, and makes deposits.

Skills

Secretarial experience

Data entry

Customer service

Communication skills

Education

High school diploma or equivalent

Tools

Computer

Office machines

Job description

VILLAGE OF BLOOMINGDALE

CLASSIFICATION SPECIFICATION

Pay Grade: PT 6 FLSA: Non-Exempt

Date: March 2019 Reports To: Varies

PURPOSE OF CLASSIFICATION

The purpose of this classification is to perform secretarial and clerical support duties on a part time basis for departments in the Village of Bloomingdale.

DISTINGUISHING CHARACTERISTICS

Performs routine clerical, secretarial, administrative, and public contact duties under general supervision.

Processes transactions, issues licenses, and provides services to the public related to a specific area of technical expertise. Answers telephones and performs reception duties; provides general information to the public. The performance of dues requires some independent judgement and initiative, and knowledge of the operating policies and procedures of the Department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Types a variety of routine and non-routine documents such as letters, memoranda, forms, contracts, agreements, specifications, requisitions, vouchers, notifications, reports, invoices, personnel related
• Assists and monitors Department programs/project activity and deadlines and prepare status reports.
• Maintains data for the Department in various online and offline platforms, and in the Village website.
• Answers and directs calls; provides general information; takes and relays messages. Performs customer service functions; responds to and resolves complaints or forwards to appropriate individual.
• Opens and distributes mail; prepares mailings. Files, faxes and copies documents. Performs data entry.
• Orders and maintains inventories and supplies for the Department.
• Maintains files/records for the Department, and process the retention and destruction of said records with the Deputy Village Clerk.
• Researches and collects information and responds to Freedom of Information Act (FOIA) requests for public documents maintained by the Department. Consults with Village FOIA Officer when denials and/or exclusions are required.
• Processes purchase orders and orders supplies.
• Collects user fees, maintains ledger, and makes deposits.

ADDITIONAL FUNCTIONS

Performs other duties as assigned and required.

SCHEDULING AND TRAVEL ARRANGEMENTS

Schedules meetings and makes travel arrangements.

May attend meetings and take and transcribe meeting minutes.

MINIMUM QUALIFICATIONS

High school diploma or equivalent with vocational/technical training in Secretarial Science and one to two years of secretarial experience, or any equivalent combination of education, training and experience which provides the requisite knowledge skills and abilities for this job.

PERFORMANCE APTITUDES

Requires the ability to perform basic level of data analysis including the ability to review, classify, categorize, prioritize and/or reference data, statutes and/or guidelines and/or group, rank, investigate and diagnose.

Requires discretion in determining and referencing such to established standards to recognize interactive effects and relationships.

Human Interaction:

Requires the ability to provide guidance, assistance and/or interpretation to others, such as co-workers and the public, on how to apply policies, procedures and standards to specific situations.

Requires the ability to communicate orally and in writing with the supervisor and all department personnel, other Village departments, customers, residents, vendors and the public.

Requires the ability to utilize a wide variety of reference and descriptive data and information such as policies, procedures, reports, records, correspondence, forms, requisitions, vouchers, notifications, permits, invoices, and general operating manuals.

Equipment, Machinery, Tools and Materials Utilization:

Requires the ability to operate, maneuver and/or provide simple but continuous adjustment on equipment, machinery and tools such as a computer and other office machines, and/or materials used in performing essential functions.

Mathematical Aptitude:

Requires the ability to perform addition, subtraction, multiplication and division; and to calculate percentages and decimals.

Functional Reasoning:

Requires the ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic or schedule form. Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objective.

Situational Reasoning:

Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against measurable or verifiable criteria.

ADA COMPLIANCE

Physical Ability:

Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and pulling of objects weighing five to ten pounds.

Sensory Requirements:

Requires the ability to recognize and identify similarities or differences between characteristics of colors, shapes and sounds associated with job-related objects, materials and tasks.

Ability to work under generally safe and comfortable conditions where exposure to environmental factors may cause discomfort and poses a limited risk of injury.

The Village of Bloomingdale, Illinois is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Village will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.