Administrative Specialist

County of DuPage; Wheaton (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

County of DuPage–Workforce Development Division is seeking an Administrative Specialist to support office operations, assist clients and vendors, and manage filing, reporting, and budget-related documents. Strong MS Office skills and public-facing experience are preferred.

The role involves handling inquiries, processing transactions, and preparing correspondence and reports in a grant-funded environment with comprehensive benefits and paid time off.

Qualifications

• High School Diploma or GED is required.
• Four years of administrative support experience with public contact.
• Passing score on Basic Word and Basic Excel.
• Associates or college degree preferred.
• Proficiency with MS Office.

Responsibilities

• Ensure office operations comply with policy standards.
• Assist inquiries from clients, the public, and other contacts.
• Assist with completing forms and filing paperwork.
• Screen telephone calls, emails, and visitors.
• Process transactions and complete assigned projects independently.
• Prepare reports, charts and tables from data.
• Maintain files related to budgets and accounts payable.
• Answer complex inquiries about policies or procedures.

Skills

MS Office proficiency

Education

High School Diploma or GED

Associate or college degree (preferred)

Tools

MS Office

Job description

We are pleased to offer the opportunity to work as an Administrative Specialist within the DuPage County Workforce Development Division (WDD) at workNet DuPage. The workNet DuPage Career Center is funded through the federal Workforce Innovation and Opportunity Act (WIOA) and provides an extensive range of services to both job seeker and employer clients.

DuPage County is an equal opportunity employer

This is a grant funded position

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, visit Employees Benefit Information.

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

Responsibilities Include

• Ensuring the office operations are in compliance with the policy standards and provisions
• Assists and answers inquiries from clients or customers, the public and other contacts
• Assists customers and clients with completing forms and filing paperwork with the department
• Screens telephone calls, emails and visitors to determine the nature of requests or problems
• Processes transactions
• Completes assigned projects and activities independently
• Collects, compiles, photocopies, assembles and distributes materials for meetings, and/or other informational packets using identified sources
• Prepares reports, charts and tables by gathering, compiling and typing data following established procedures or format
• Prepares letters, memos, or other correspondence
• Maintains files related to budgets and accounts payable
• Locates and attaches appropriate file/documents to correspondence to be answered by supervisor or other staff
• Answers complex inquiries regarding policies or procedures by providing information requiring interpretations and familiarity with divisional policy and operations
• Files documents alphabetically, numerically, or by other prescribed methods

Requirements include the following experience or equivalent combination of training and experience

• Completion of a High School Diploma or General Equivalency Diploma equivalent;
• Four (4) years of administrative support experience which includes an environment exposed to public contact

The preferred candidate will possess

• An associates or college degree
• Proficiency with MS Office
• Previous experience with grant program compliance
• Previous experience maintaining client case files
• Experience with WIOA programming and/or support services provision

A passing score on Basic Word and Basic Excel is 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 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.