Administrative Assistant

County of DuPage; Wheaton (IL); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Flexible spending accounts

Life insurance

Pension plan

Deferred compensation

Tuition reimbursement

Pre-paid legal

Credit union

Holiday pay

Vacation time

Sick time

Paid leave

Job summary

County of DuPage in Wheaton seeks an Administrative Assistant to support the Human Resources Department. You will serve as a liaison, manage calendars, coordinate meetings, and handle confidential information in a fast-paced office.

The role requires a high school diploma or GED, 6 years of progressive admin experience, and 2 years of supervisory responsibility. A pre-employment background check and Excel/Word tests are required.

Qualifications

• High school diploma or GED required.
• Six years of progressively responsible administrative experience including budget prep, public relations, or office management.
• Two years supervisory responsibility or equivalent combination of education and experience.

Responsibilities

• Acts as liaison with internal and external contacts regarding administrative issues such as purchasing, personnel, facilities, and operations.
• Screens and/or answers questions for Department Head, Elected Official or County Board Staff or routes to the appropriate staff member.
• 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.
• Manages 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.

Skills

Admin experience

Budget prep

Public relations

Office management

Supervisory exp

Education

High School Diploma or GED

Tools

Microsoft Excel

Microsoft Word

Job description

We are pleased to offer the opportunity to work as an Administrative Assistant within DuPage County's Human Resources Department.

DuPage County is an equal opportunity employer

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, Employees Benefit Information

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

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.
• Manages 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

EDUCATION and/or EXPERIENCE

• Completion of a High School Diploma or General Equivalency Diploma equivalent
• Six (6) years of progressively responsible experience performing a variety of administrative responsibilities including, budget preparation, public relations, personnel or office management
• Two (2) 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 passing score on basic Microsoft Excel and Word test are required.

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

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.