Receptionist / Administrative Assistant

OAK LAWN VILLAGE FIRE DEPT; Oak Lawn (IL); On-site; USD 49,000; Full time

Job summary

The Village of Oak Lawn is seeking a qualified Receptionist / Administrative Assistant to support office operations within the Public Works Department. This role involves managing communications, assisting residents, and ensuring efficient office processes, ideal for candidates with strong organizational skills and proficiency in Microsoft Office. The position offers a competitive salary and benefits, with opportunities for career growth.

Benefits

Generous benefit package

Career growth opportunities

Qualifications

• High school diploma or GED equivalent.
• Experience with record keeping and data entry.
• Familiarity with BS&A and UKG preferred.

Responsibilities

• Answer and direct phone calls professionally.
• Greet visitors and provide necessary information.
• Assist with timekeeping and payroll tasks.

Skills

Interpersonal skills

Adaptability

Communication

Organization

Multitasking

Microsoft Office

Education

High school diploma or GED

Job description

General Statement of Duties
Assists with office operations and performs daily administrative tasks within the Public Works Department. Acts as liaison between the residents of Oak Lawn and Village departments; works with the Director and Public Works Supervisors and Staff to address resident service requests and/or other concerns in prompt and timely fashion. Assists in ensuring the office is efficient and well-organized.

Receptionist / Administrative Assistant

General Statement of Duties
Assists with office operations and performs daily administrative tasks within the Public Works Department. Acts as liaison between the residents of Oak Lawn and Village departments; works with the Director and Public Works Supervisors and Staff to address resident service requests and/or other concerns in prompt and timely fashion. Assists in ensuring the office is efficient and well-organized.

Duties and Responsibilities
The duties/responsibilities of this position include, but are not limited to the following:

• Answer and direct phone calls in a professional manner
• Greet visitors, residents and office personnel and provide them with necessary information
• Prepare and send correspondence (emails, letters, etc.)
• Check voicemails daily and return phone calls
• Log complaints and deliver to the appropriate person
• Log tote replacements and send to waste hauler weekly
• Log Branch pick-ups and relay to Street Division Crew Chief weekly
• Track approved vacation requests for the Street and Sewer Divisions
• Report resident complaints regarding utilities and contact the appropriate party
• Report any garbage related complaints to contracted waste hauler
• Order office supplies upon request
• Route Utility Permits from Building Department
• Process block parties
• Process yard waste tote orders
• Assist with invoicing/billing
• Assist with timekeeping/payroll
• Perform data entry and maintain accurate records
• Provide support to other department members as necessary

Required Skills/Abilities

• Strong interpersonal skills
• Ability to establish or adapt work procedures to new situations
• Ability to work in partnership with others
• Strong verbal and written communications skills
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, etc.)
• Excellent organizational skills and attention to detail
• Ability to multitask and prioritize effectively
• Friendly and professional demeanor

Education and Experience
Must possess a high school diploma or GED equivalent. Experience with BS&A and UKG preferred. Experience with record keeping, filing and data entry.

Additional Information
Salary: $48,481.24 annually. Increases to salary may occur up to two times per year based on the Union contract.

The Village of Oak Lawn is seeking qualified applicants, without regard to sex, race, color or ethnic origin. We are an Equal Opportunity Employer. We offer a competitive salary, a generous benefit package and career growth opportunities.

Forward resume and cover letter stating the position you are applying for to:

Village of Oak Lawn
Attn: Human Resources
9446 S. Raymond Ave.
Oak Lawn, IL 60453

Email: [e-mail]

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Deadline: Resumes will be accepted until June 24, 2025