Administrative Assistant (Public Works)

Village of Tinley Park; Tinley Park (IL); On-site; USD 34,000 - 50,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

457(b) deferred compensation plan

Imrf retirement benefits

Job summary

The Village of Tinley Park is seeking an Administrative Assistant in the Public Works Department. This role provides clerical support for RPZ inventory/certification, purchase orders, and departmental reporting while handling public-facing customer relations.

Requires 3–5 years of administrative or customer service experience. The ideal candidate works independently, maintains confidentiality, and supports staff across the department with professional conduct.

Qualifications

• High School Diploma or GED required.
• 3–5 years of administrative assistant and/or customer service experience required.
• Public works department experience preferred.
• Ability to work independently with minimal supervision.

Responsibilities

• Perform clerical tasks and process RPZ inventory and certification.
• Maintain RPZ device inventory and compliance; coordinate with backflow team.
• Prepare reports, enter data, and analyze information.
• Provide exceptional customer service and promote Village image.
• Process purchase orders and assist budget tracking.
• Operate general office equipment and other office tasks.

Skills

Customer service

Data entry

Administrative support

Data analysis

Education

High School Diploma or GED

Tools

Database software

Office software

Job description

The Village of Tinley Park is seeking qualified candidates for the position of Administrative Assistant in our Public Works Department. This position will perform a variety of clerical assignments related to day to day operations and provides administrative support for department processes such as RPZ inventory and certification, purchase orders/billing allocations, and departmental report creation. An employee in this position is assigned to customer relations work involving considerable public contact.

The Administrative Assistant will be responsible for maintaining and updating commercial and residential RPZ device inventory and device compliance. Coordinate with administrative backflow team regarding inventory updates, device updates and resident non-compliance notification. Maintain Water Department inspection results and details. Organize and track data regarding inspection results, ongoing, and future actionable items. Tracking of other Departmental inspection data as assigned. Provide administrative support for monitoring budget to ensure correct budget allocation and that purchases are in line with approved budget. Confirmation and creation of Department Purchase Orders as assigned by Management Staff. Perform data entry tasks using specialized database programs and software; Collect data, tabulate information, and perform basic to complex data analysis.

Additional responsibilities include research, investigate, and analyze information and topics requested by supervisory personnel; Compile information and data into a useable format for analysis. Compile information and prepare reports as requested. Type letters, reports, forms, and a variety of other correspondence from rough draft, clear copy, or notes. Provide exceptional customer service to promote and maintain a positive Village image, constructive working environment, and foster professionalism. Provide general clerical support duties as requested and directed by Supervisor. Operate general office equipment, machinery, and tools such as a computer, fax machine, copier, and other office machines and/or materials used in performing essential functions. Provide support to other staff within department as assigned by supervisor. Perform duties specific to department in which incumbent is assigned.

This position requires a High School Diploma or GED equivalent. A minimum of 3 -5 years of administrative assistant and/or customer service experience required. Prior experience in a public works department is preferred.

The ideal candidate will be a seasoned administrative professional supporting leadership. They will be a self-starter and able to work independently with minimal supervision. They will exercise judgment in the application of prescribed procedures and methods of routine matters, remain organized and work well under pressure. They must be able to take appropriate action within clearly defined guidelines and establish effective working relationships. Must maintain a professional attitude, be able to deal tactfully and effectively with a variety of people in difficult circumstances and maintain the highest level of confidentiality in dealing with sensitive matters.

Compensation & Benefits: $24.95 – $36.18 plus a generous benefit package including medical, dental, and vision benefits, employer-paid life insurance and other ancillary benefit options. Retirement benefits through the Illinois Municipal Retirement Fund (IMRF) are provided along with the option to participate in a 457(b) deferred compensation plan. In addition, paid holiday, vacation, personal, and sick days are provided.