Administrative Assistant

Talentify; Wheaton (IL); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Flex spending accounts

Life insurance

Pension plan

Tuition reimbursement

Pre-paid legal

Credit union

Job summary

DuPage County is seeking an Administrative Assistant for the Community Services Department in Wheaton, IL. The role requires handling confidential administrative duties, effective diplomacy with senior contacts, and providing secretarial support to a board or committee.

The position carries a comprehensive benefits package and opportunities for professional growth within county operations. A pre-employment background check is required.

Qualifications

• High School Diploma or GED required.
• Six years of progressively responsible administrative experience including budget preparation, public relations, personnel or office management, with two years in a supervisory role; or an equivalent combination of education and experience.

Responsibilities

• Liaise with internal and external contacts on administrative issues such as purchasing, personnel, facilities, and operations.
• Screen and answer questions for the Department Head, Elected Official, or County Board staff or route to appropriate staff members.
• Prepare daily appointment schedules or calendars for the Department Head or Elected Official and arrange meetings.

Skills

Calendar management

Communication

Budget preparation

Public relations

Administrative coordination

Education

High School Diploma or GED

Job description

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.

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

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

Exercises supervision of personnel in related area of responsibility.

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

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.