ADMINISTRATIVE ASSISTANT - CODE ENFORCEMENT (POLICE DEPARTMENT)

Orland Park; Orland Park (IL); On-site; USD 50,000 - 71,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

Life insurance

Retirement program with IMRF

Job summary

Village of Orland Park’s Police Department seeks an Administrative Assistant - Code Enforcement to manage daily office operations, support the Code Enforcement Manager, and handle public inquiries with tact.

The role requires five years of clerical experience, strong data entry, and proficiency in Microsoft Office. Knowledge of municipal processes and ability to work with sensitive information is essential.

Qualifications

• High school diploma or GED with at least five years of office clerical experience.
• Ability to manage confidential information and meet deadlines.
• Proficiency in Microsoft Office and clerical procedures.
• Experience with dictation transcription and basic arithmetic is preferred.

Responsibilities

• Serve as primary contact for the public handling inquiries via phone and email.
• Maintain and organize multiple files and records; prepare official notices and legal documents.
• Assist in budget-related tasks, invoicing, and contract records for the Code Enforcement Division.

Skills

Strong communication

Organizational skills

Data entry

Confidential information handling

Education

High school diploma or GED

Tools

Microsoft Office

Tyler database

Job description

ADMINISTRATIVE ASSISTANT - CODE ENFORCEMENT (POLICE DEPARTMENT)

Opportunity at a Glance

Join the Village of Orland Park’s award-winning Police Department as an Administrative Assistant - Code Enforcement Division. The Administrative Assistant manages the daily office operations and provides critical clerical support to the code enforcement manager and officers. This position serves as the primary point of contact for the public, managing code compliance complaints, preparing official notice documentation, and processing departmental records. The ideal candidate possesses excellent communication skills, strong data entry proficiency, and the ability to handle public inquiries with professionalism and tact.

Key Responsibilities

This important role is responsible for a variety of administrative duties within the code enforcement division to include responding to residents and other departmental inquiries via phone and email; handling inquiries regarding municipal ordinances, building code laws, compliance procedures, logging complaints when potential violations are reported (such as overgrown grass, illegal parking, or substandard housing); logging data into municipal software systems; completing and composing legal papers and documents; screening visitors and incoming mail; preparing replies to correspondence from dictated notes; establishing and maintaining varied and complex files; coordinating and preparing Police Committee and Village Board agenda materials on Legistar; drafting various correspondence documents for the Code Enforcement Manager; assisting in the preparation and entering of the department budget, invoices, billing, and maintaining correspondence files.

The Administrative Assistant – Code Enforcement also maintains a petty cash account; reconciles credit card purchases for the Code Enforcement Manager; submits requisitions, RFP’s and contracts for the code enforcement division; assist with event planning, i.e. scheduling, preparing invitations, ordering food, awards and plaques (Awards Ceremony, retirement, meetings, etc.); assess various items for purchase such as photocopiers, uniforms, etc.; maintain all of Code Enforcement Manager files and correspondence records; maintain file records of anniversary dates for evaluations, stipends, clothing allowances, and submittal of personnel action forms; attend designated managerial, staff and department meetings; prepare minutes and act as liaison between the department and the public; prepare new hire personnel files, enter and maintain personnel information in CAD system; track and submitting salary increases for all code enforcement employees; review and approve all Code Enforcement Officer time sheets, to include tracking overtime, court and holiday time.

Qualifications, Knowledge, Skills

High school diploma or GED required as well as a minimum of five years’ experience in an office environment performing clerical duties. Must have thorough knowledge of Business English, clerical procedures and practices, and principles of office management. The ability to maintain confidential information, work within time constraints and meet deadlines, along with the ability to provide verbal and written instructions to others is required. Must have strong interpersonal and organizational skills. Proficiency in Microsoft Office is required. Experience with specialized database software (Tyler) is highly preferred along with the ability to transcribe dictation and make arithmetical computations.

The ideal candidate will have strong conflict resolution skills and the ability to maintain composure when dealing with frustrated or confrontational citizens, as well as the ability to become knowledgeable in all departmental policies, procedures, rules and regulations.

Compensation & Benefits

This IUOE represented position offers a base salary range between $49,749.41 and $71,231.03, depending on qualifications.

The Village of Orland Park offers a comprehensive employee benefits program which includes medical, dental, vision (provided through IUOE Union), life insurance, and an employee wellness program.

Retirement benefits through the Illinois Municipal Retirement Fund (IMRF) are provided along with the option to participate in a 457(b) plan with Nationwide. The Village of Orland Park also provides for paid vacation, personal, sick days, and holidays.