Village of Lisle, Administrative Coordinator

Illinois City / County Management Association (ILCMA); Lisle (IL); On-site; USD 63,000 - 75,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Coordinator to join their team in a vibrant community. This role involves providing exceptional customer service, managing administrative tasks, and supporting various departments. The ideal candidate will have strong organizational and communication skills, a knack for problem-solving, and the ability to work independently. With a focus on community engagement and operational excellence, this position offers a unique opportunity to contribute to the well-being of the Village and its residents. Join a team that values innovation and collaboration while enjoying a comprehensive benefits package.

Benefits

Health Insurance

Life Insurance

IMRF Pension

Paid Holidays

Vacation Time

Sick Days

Qualifications

• 3-5 years of business office/supervisory experience required.
• Ability to maintain confidentiality and navigate cultural diversity.

Responsibilities

• Provide administrative support to the Village Manager’s Office.
• Manage vendor contracts and maintain office supplies inventory.

Skills

Customer Service

Communication Skills

Organizational Skills

Problem-Solving

Attention to Detail

Time Management

Education

Associate’s Degree

Bachelor’s Degree

Tools

Microsoft Office Suite

Office Equipment

Job description

The Village of Lisle is seeking a professional to join the Village Manager’s Office. The Administrative Coordinator works within a team environment and is responsible for independently, accurately, and efficiently conducting administrative tasks including providing assistance for purchasing, invoice processing, data entry, assembling and distributing board and commission packets, maintaining records, and providing customer service to internal and external customers.

Lisle is a vibrant and dynamic community located in Chicago’s western suburbs with a high quality of life. Called “The Arboretum Village,” the community of 24,223 residents is situated along the prestigious I-88 Corporate Corridor just 26 miles west of Chicago’s loop in DuPage County. With a nature-themed downtown, Lisle is home to 750 businesses located in a variety of business districts including corporate headquarters of AST, International, REMPREX, Molex, SunCoke Energy and Leeco Steel. Lisle has beautiful neighborhoods, three full-service hotels, Benedictine University, a growing local/independent restaurant scene, extensive recreational opportunities through the Lisle Park District, and excellent schools all within just a short train ride to downtown Chicago.

Essential Functions

Provides extraordinary internal and external customer service; models outstanding service by resolving customer inquiries to the greatest extent possible.

Responds to questions, suggestions, complaints, and concerns from residents, businesses and others concerning community matters. Researches issues, consults with staff, and provides background and education regarding Village programs and policies.

Reviews and proofs documents such as Village Board meeting packets, weekly reports, and correspondence; coordinates the finalization, publication and distribution of documents to recipients.

Supports purchasing and accounts payable through the processing of purchase requisitions, purchase orders, and invoices.

Performs general office management tasks; manages vendor contracts/services (printing services and first aid supplies), orders and maintains an inventory of office supplies.

Provides administrative support to Village Hall staff and supports processes such as employee recruitment, onboarding and retirement, responding to FOIA requests, bids/RFP, and other functions.

Assists all departments in organization-wide initiatives; completes special projects.

Facilitates open and clear communication and follow-up between the Village Manager’s Office and the Village Board, Village departments, community and businesses.

Maintains the Village Manager’s and elected officials calendars, schedules meetings, appointments, trainings, and interviews; coordinates Village events and meetings, including employee trainings and resident services.

Maintains records/files; properly files and disposes of documents according to local records act as needed to maintain neat and orderly filing system.

Serves as backup to the Deputy Clerk.

Collaborative and innovative with a willingness to take on new challenges enthusiastically and engage with others in a positive team environment.

Flexibility and versatility in working in a variety of capacities to support the Village Manager’s Office and other Village departments in the conduct of daily administrative and customer service functions.

Creativity and resourcefulness in deriving solutions, welcoming demeanor and openness to insights and contributions from others; ability to model the mission and values of the organization.

Thorough, timely, and accurate customer service responses; attention to detail; ability to follow through with multi-step assignments.

Strong verbal and written communication skills; ability to assemble information, proof, edit, and write correspondence; prepare background information and develop recommendations.

Ability to understand and follow complex verbal and written instructions; knowledge of modern office procedures and methods.

Strong organizational and time management skills; ability to multi-task, work independently with minimal supervision, exercise good judgment, prioritize tasks, take initiative and navigate interruptions and deadlines.

Appreciate, understand, and successfully navigate cultural diversity in the work environment and in the community.

Ability to work independently with a high degree of initiative, creativity, and problem-solving skills.

Ability to establish and maintain positive working relationships with elected and appointed officials, community groups, businesses, co-workers, and the public.

Ability to assess office processes and suggest sound recommendations for improvement.

Ability to maintain strict confidentiality regarding confidential and sensitive information.

Strong abilities to use software systems and modern office equipment; including word processing, desktop publishing, spreadsheet and data base software.

Routine use of standard office equipment such as computers, phones, and photocopiers.

Physical Demands and Work Environment

The physical demands that must be met by an employee to successfully perform the essential functions of this job include regularly talking, hearing, traveling from place to place, handling objects, and reaching with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. This position requires the ability to lift office products and supplies that weigh up to 25 pounds as well as operate office machinery.

Ability to perform a variety of physical and mental skills including but not limited to standing or sitting for extended periods of time, reading and writing, preparing and presenting material in a formal setting, performing complex mathematical computations, making sound decisions and using good judgment and demonstrating intellectual and communication capabilities.

Minimum Qualifications

Associate’s or Bachelor’s degree from an accredited college or university in public or business administration, or a related field with three to five years of business office/supervisory experience or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills and abilities for this position.

Experience in a municipal government or public body preferred.

Position requires certifications as a Notary Public and Voter Registrar.

Compensation

This is FLSA exempt with an excellent benefit package, including health and life insurance, IMRF pension, vacation time, paid holidays and sick days. Hiring range for this position is $63,198 to $74,258 DOQ.