Administrative Assistant (Public Works)

Village of Tinley Park; Tinley Park (IL); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical, dental, and vision benefits

Employer-paid life insurance

IMRF retirement benefits with 457(b)

Job summary

The Village of Tinley Park is seeking an Administrative Assistant to support day-to-day operations, manage RPZ inventory, and assist with department processes and reporting. The role involves significant public contact and requires 3–5 years of administrative or customer service experience.

The successful candidate will handle data entry, correspondence, and general clerical duties while upholding confidentiality and professionalism within a collaborative team environment.

Qualifications

• Minimum 3–5 years of administrative assistant and/or customer service experience.
• Public works department experience preferred.
• Must maintain confidentiality in dealing with sensitive matters.

Responsibilities

• Maintain RPZ device inventory and compliance.
• Coordinate with backflow team on inventory updates and resident notifications.
• Prepare and track department budget allocations and purchase orders.
• Perform data entry and basic to complex data analysis using specialized software.
• Provide exceptional customer service to promote a positive Village image.

Skills

Customer service

Organization

Independent work

Professionalism

Education

High School Diploma or GED

Tools

Data entry software

Job description

Opportunity at a Glance

The Village of Tinley Park is a vibrant, progressive community located in the fast-growing Interstate 80 corridor in southwest suburban Chicago. As the 14th-largest city in Metropolitan Chicago boasting a residential population of 56,000 residents and nearly 1,000 businesses, this exceptional community possesses everything from a fun and lively Downtown district to flourishing residential neighborhoods to thriving corporate, commercial and entertainment centers, all tied together under Tinley Park’s Life Amplified brand.

The Village of Tinley Park seeks highly qualified individual to fill an Administrative Assistant position to 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.

Key Responsibilities

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.

Qualifications, Knowledge, Skills

A High School Diploma or GED equivalent is required. 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.

The Village of Tinley Park offers 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.
• Paid holiday, vacation, personal, and sick days are provided.