Division Assistant I

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

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Pension

Tuition reimbursement

Paid holidays

Job summary

DuPage County is seeking a Division Assistant I to support staff with forms, filings, and payroll processes in a busy division. The role requires strong clerical skills, attention to detail and proficiency in Word/Excel.

A post-offer physical and background check are required; benefits include a broad package covering medical, dental, vision, pension, and holiday pay. The selected candidate will handle budget worksheets, correspondence, and records, while acting as a liaison for payroll and

Qualifications

• High School Diploma or GED is required.
• At least 3 years of skilled secretarial experience with high public contact.
• Passing scores on Microsoft Word and Excel skills tests are required.
• A post-offer physical and pre-employment background check are required.

Responsibilities

• Assists staff with completing forms and filing paperwork with the division.
• Screens telephone calls, emails and visitors to determine the nature of requests or problems.
• Maintains budget worksheets and records pertaining to the division.
• Composes routine letters, memoranda, general correspondence, spreadsheets and reports.
• Receives, tabulates and accounts for fees and other moneys.
• Files documents alphabetically, numerically, or by other prescribed methods.
• Coordinates and completes the payroll process for the department.
• Monitors bookkeeping and payroll policies.
• Reviews and verifies output of work.
• Maintains employee accrual information including vacation, holidays, sick and compensatory time.
• Keeps management informed of personnel, payroll and operational issues.
• Serves as back up in reviewing/auditing invoices as needed.

Skills

Secretarial experience

Public contact

Payroll familiarity

Education

High School Diploma or GED

Tools

Microsoft Word

Microsoft Excel

Job description

We are pleased to offer the current job opportunity for a Division Assistant I position within Kenneth Moy DuPage Care Center.

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 Personal days.

DuPage County is an Equal Opportunity Employer

This position is included in the Bargaining Unit of AFSCME, Council 31

Responsibilities

• Assists staff with completing forms and filing paperwork with the division
• Screens telephone calls, emails and visitors to determine the nature of requests or problems
• Maintains budget worksheets and records pertaining to the division
• Composes routine letters, memoranda, general correspondence, spreadsheets and reports from rough drafts or general instructions for supervisors’ review
• Receives, tabulates and accounts for fees and other moneys
• Files documents alphabetically, numerically, or by other prescribed methods
• Coordinates and completes the payroll process for the department
• Monitors bookkeeping and payroll policies
• Reviews and verifies output of work
• Maintains employee accrual information including vacation, holidays, sick and compensatory time
• Keeps management informed of personnel, payroll and operational issues
• Serves as back up in reviewing/auditing invoices as needed

Requirements

• High School Diploma or GED
• Three(3) years of experience in skilled secretarial work with a high volume of public contact

The preferred candidate will have:

• Experience with bookkeeping and payroll processes

A passing score on skills tests in Microsoft Word and Excel is required.

A post offer physical 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.