Administrative Specialist

City Of Collinsville; Collinsville (IL); On-site; USD 51,000 - 56,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Prescription coverage

Pension (IMRF)

Disability benefits

Public Service Loan Forgiveness

Vacation time

Personal day

Sick hours

Tuition reimbursement

11 paid holidays

Job summary

City Of Collinsville is seeking a capable administrative professional to support a busy department. You will handle a variety of office tasks, draft and edit correspondence, and assist with budgeting, procurement, and scheduling. Front-counter duties and visitor inquiries are part of the role.

The position requires strong organizational skills, attention to detail, and the ability to multi-task in a fast-paced municipal office environment.

Qualifications

• High School Diploma or GED.
• 3–5 years of work experience in an office environment.
• Valid driver's license.
• Ability to adapt/respond to different types of situations.
• Ability to multi-task, prioritize, and manage time in a busy environment.

Responsibilities

• Oversees and/or performs a range of diverse administrative activities for the department and acts as liaison with other departments and external constituencies.
• Creates, composes, and edits technical and/or administrative correspondence and documentation.
• Assists in administrative problem solving, program/project planning, development, and execution of goals and objectives.
• Researches information, compiles statistics, and prepares reports or summaries from various data sources.
• Monitors, reconciles, and assists with fiscal administration including budgets, contracts, payroll, travel, and purchasing as needed.
• Provides front-counter support, answers phones, resolves inquiries, and handles incoming/outgoing correspondence.
• Schedules appointments, coordinates meetings and travel, and maintains calendars.

Skills

Office experience

Driver's license

Adaptability

Multitasking

Time management

Job description

JOB DUTIES

Primary duties and responsibilities include:

• Oversees and/or performs a range of diverse administrative activities for the department; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the department.
• Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
• Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
• Research information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
• As required, monitors, reconciles, and assists with fiscal administration for the department, including but not limited to budgets, contracts, payroll, travel, and/or purchasing.
• Provides support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors and applicants at the front counter, review and control of incoming and outgoing correspondence, and follow-up on operational commitments.
• Schedules appointments and maintains calendars; schedules, coordinates and facilitates meetings, facilities usage, events, and/or travel arrangements, as required.
• Establishes, updates, and maintains departmental files, inventories, and records; implements and maintains data management systems, as required.
• Process various licenses including processing and tracking applications, renewals, payments, and licenses, as assigned.
• Attendance at Board and Commission meetings (Planning Commission, Building Code Review Committee, Historic Preservation Commission, etc), as required.

QUALIFICATIONS

Minimum qualifications include:

• High School Diploma or GED
• Three (3) to five (5) years of work experience in an office environment
• Valid driver's license
• Ability to adapt/respond to different types of situations
• Ability to multi-task, prioritize, and manage time in a busy environment

SALARY and BENEFITS

Salary range for this position is $50,544.00 to $55,764.80, depending on qualifications. This is a full-time, hourly position classified as non-exempt under applicable wage and hour regulations.

• The City of Collinsville offers a comprehensive benefits package, which includes health, dental, vision and prescription 100% funded by the City for single coverage.
• Pension is with the Illinois Municipal Retirement (IMRF) system.
• Disability Benefits with IMRF
• Public Service Loan Forgiveness
• Vacation Time, 1 Personal Day/year, and 12 Sick Hours/month
• Tuition Reimbursement Opportunities
• 11 Paid Holidays

To view more of our benefits please visit: https://www.collinsvilleil.org/departments/employee-benefits