Administrative Assistant

DuPage County; Wheaton (IL); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Flexible spending accounts

Pension and deferred compensation plan

Tuition reimbursement

Paid holidays and vacation

Paid sick leave and paid leave

Job summary

DuPage County seeks an Administrative Assistant within the Community Services Department to perform diversified and confidential administrative duties. The role requires knowledge of departmental policies and the ability to interact diplomatically with senior officials and the public.

Key duties include coordinating purchasing, personnel, and facilities matters, maintaining calendars, supporting budget activities, and supervising staff as needed.

Qualifications

• Completion of a High School Diploma or GED; six years of progressively responsible administrative experience.
• Experience in budget preparation, public relations, personnel or office management, with two years in supervision.

Responsibilities

• Serve as liaison with internal and external contacts on administrative issues including purchasing, personnel, facilities and operations.
• Screen and route inquiries for the Department Head or County staff; manage calendars and appointments.
• Receive visitors, schedule meetings, and coordinate board or committee support.
• Support departmental budgeting activities by gathering relevant data.
• Organize files and maintain department documentation; assist with payroll changes and requisitions.
• Lead or supervise subordinate staff and assist in hiring decisions as needed.

Skills

Communication

Diplomacy

Organizational skills

Customer service

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Budget software

Job description

Position Summary

We are pleased to offer the job opportunity as Administrative Assistant with DuPage County Community Services Department. This position performs diversified and confidential administrative duties requiring knowledge of departmental and organizational policies and practices. Work involves a high level of finesse and diplomacy due to the frequency of senior level internal and external contacts.

Position Summary

We are pleased to offer the job opportunity as Administrative Assistant with DuPage County Community Services Department. This position performs diversified and confidential administrative duties requiring knowledge of departmental and organizational policies and practices. Work involves a high level of finesse and diplomacy due to the frequency of senior level internal and external contacts.

• This position is eligible for our complete benefit package including medical, dental and vision insurance, flexible spending accounts, life insurance, pension, deferred compensation plan, tuition reimbursement, pre-paid legal and credit union.
• As a team member at DuPage County, you will also have access to time off with pay on Designated Holidays or holiday pay if required to work, Vacation time, Sick time and Paid Leave.
• DuPage County offers a complete benefit package to full-time employees including medical insurance, dental insurance, vision, flexible spending accounts, life insurance, pension, holidays, vacation, sick leave, deferred compensation plan, tuition reimbursement, pre-paid legal and credit union. Limited benefits are also offered for eligible part-time positions.

To learn more about the cost and coverage of the benefits plan, visit Employees Benefit Information.

For detailed information on paid time off, visit Employee Policy Manual, Section 5

DuPage County is an equal opportunity employer

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES

The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed by positions in this class.

• Serves as liaison with both internal and external contacts regarding administrative issues such as purchasing, personnel, facilities, and operations
• Screens and/or answers questions for the Department Head, Elected Official or County Board Staff or routes to the appropriate staff member; may prepare a daily appointment schedule or keep a calendar for Department Head or Elected Official
• Receives visitors, schedules appointments and arranges meetings
• Works with administrators and managers to keep them informed of department issues
• Follows through on constituent and information requests, projects and pending matters with limited direction
• Organizes and expedites flow of work through the office
• Coordinates special departmental projects involving research and investigation
• Develops policies and procedures related to the functions of the department
• Participates in management planning meetings and related activities
• Provides secretarial support to a board or committee
• Organizes and maintains files for the Department Head or Elected Official
• Prepares County resolutions, letters and memoranda for signature
• Assists in departmental budget preparation and control activities by gathering data
• May prepare departmental payroll change forms, certifications, etc.
• Managers office supplies, prepares requisitions for the purchase of materials and supplies
• Organizes and prepares documents requiring the integration of multiple department technology and software applications
• Files documents alphabetically, numerically, or by other prescribed methods
• Act as a lead worker or supervise subordinate staff
• Recommends hires and promotions, directs and evaluates employment decisions for all assigned positions
• Maintains regular attendance and punctuality

Supervisory Responsibilities

Requirements Include

EDUCATION and/or EXPERIENCE

Completion of a High School Diploma or General Equivalency Diploma equivalent; six years of progressively responsible experience performing a variety of administrative responsibilities including, budget preparation, public relations, personnel or office management including two years of supervisory responsibility; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

A Pre-employment Background Check Is Required.

Physical Requirements and Work Environment

Physical Requirements

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

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work will occur in an office and is not substantially exposed to adverse environmental conditions.

To learn more details, visit our Benefits page.

01

Select the response below that represents your highest completed level of education.

• Master's Degree from an Accredited Institution
• Bachelor's Degree from an Accredited Institution
• Associate's Degree from an Accredited Institution
• Some college level courses complete but no degree awarded from an Accredited Institution
• High School Diploma or GED
• None of the above

02

If you possess a degree, in what field/ major is the degree? (If no degree, answer with N/A)

03

Please select the response below that represents the number of years of administrative experience you possess relevant to the position you are applying for.

• 6+ years of relevant experience
• 5 years of relevant experience
• 4 years of relevant experience
• 3 years of relevant experience
• 2 years of relevant experience
• 1 year of relevant experience
• Less than 1 year of relevant experience
• None of the above

04

How many years of supervisory experience do you have?

• 2 or more years of relevant experience
• 1 year of relevant experience
• Less than 1 year or No experience

05

Please select the areas in which you have professional work experience:

• State Funds and Grants
• Budget Preparation
• Office Management
• Payroll
• Support to board or committee
• None of the above

06

Are you able to perform the following, with or without an accommodation? Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

• Yes
• No
• Required Question