Maintenance Secretary

JOB POSTING: NOTICE OF VACANCY

It is the intention of the LaSalle County Highway Department to fill the

vacancies in the following job classification.

Classification: MAINTENANCE SECRETARY

Location: LaSalle County

Department: LaSalle County Highway Department

1400 N. 27th Road

Ottawa, IL 61350

Regular Work Week: Monday through Friday

Hours of Work: Report to work 7:00 a.m. to 3:30 p.m. Monday through Friday.

The provisions of the Federal Fair Labor Standards Act apply to defining time worked in
order to assess overtime compensation for this position. However the first eight hours
of each day worked and the first 40 hours worked of each work week will be paid at
straight time. Overtime rate varies according to union contract.

Wage: $16.00 per hour

Job Duties, Minimum Qualifications, Physical Ability:

Per the attached document “Job Classification: Maintenance Secretary”.

MAINTENANCE SECRETARY

Primary duties include;

• Greet all visitors/answer all incoming phone calls.

• Open mail, stamp, date stamp, prepare the outgoing mail.

• Type letters, documents, and other correspondence.

• Assist Bookkeeper with accounts receivable, accounts payable, monthly

Qualifications:

• Two to three years practical experience in office/clerical environment.

• High School Diploma or GED.

• Must be able to operate office equipment and have experience with

• Proficient typing skills.
  

Send detailed resume in confidence by November 15, 2024 to;

Donald R Ernat, County Engineer

dernat@lasallecountyil.gov

LaSalle County Highway Department

P.O. Box 128

Ottawa, IL 61350

LaSalle County

Job Description

Job title: Maintenance Secretary

Work Location: LaSalle County Highway Department

Division/Department: Highway Department

Reports to: County Engineer

Employment Classifications: Salary Grade:

Essential Duties and Responsibilities:

Responsible for all general office operations needed to make the Highway Department office function on a daily basis.

• A Maintenance Secretary for the Highway Department should be able to complete all duties of the other secretarial

positions. These duties are not all inclusive, as the employee is expected to complete an assignment given by

supervisory personnel.

• Greet all visitors to the Highway Department, providing requested information and direct to appropriate Highway

• Backs up the Receptionist/Asst. Bookkeeper in answering the telephone, transferring calls, taking messages, and

maintaining phone log and "sign out" log book. Processing incoming and outgoing mail.

• Distribute all incoming faxes in a timely manner. Assist anyone unfamiliar with office machine operation.

• Picking up mail at Post Office, taking documents to complex.

• Prepare letters, documents and other correspondence as directed by the County Engineer, Assistant County

Engineer, Maintenance Supervisor and other Highway Department staff.

• Prepare the committee room for meetings. Set up, clean up and coffee.

• Assist in preparing agenda and minute forms for committee meeting. Set up Webex and YouTube for meeting. Record

minutes and executive sessions of committee meetings. Forward copies of minutes to board members and Board

Office.

• General office duties of typing, filing, and downloading papers.

• Assist in maintaining and update maintenance cost records and reports, also maintain sign, accident and other records

assigned by the Maintenance Supervisor.

• Assist Maintenance Supervisor with the inventory lists.

• Assign overweight permits under the direction of the Maintenance Supervisor/County Engineer.

• Assist in compiling the Annual Report.

• Assist in communicating with the public, police or other public agencies and department personnel regarding damaged signs,

accidents or other hazardous conditions. Contact the appropriate supervisory personnel to eliminate the hazard.

• Relay messages to maintenance personnel via radio or telephone.

• Assist Bookkeeper with payroll duties, including setting up new employee files and add into system.

• Maintain general office files.

• Performs all job tasks within the rules and guidelines of the County's Safety Policy and Procedure Manual.
• All other duties and tasks as assigned

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Requirements:

• High School Diploma or equivalent required. Associate’s Degree or higher level college attainment preferred.

• Two to three years practical experience in an office/clerical environment, preferred.

• Must be able to operate office equipment and have experience with Microsoft office programs.

• Proficient typing skills.

• Excellent verbal and written communication skills, including ability to effectively communicate with internal departments and

• Ability to follow direction and work independently.

• Valid Driver’s License required.

• Must be able to drive personal vehicle to the Governmental Complex when necessary.
  

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential
functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requires sitting (5-8 hrs), standing/walking (4-6hrs). This position experiences occasional bending, twisting, balancing,

crouching, kneeling, stooping and reaching movements. Defined Light Work - May require lifting up to 20 pounds occasionally,

and/or up to 10 pounds frequently, and negligible amount of force constantly to move objects. Average or better hearing

and vision; visual acuity to performance activity by viewing a computer terminal, extensive reading. Repetitive use of wrists,

hands, fingers.

Communication skills including speaking and hearing at normal levels, with ability to communicate information orally.

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.

Most activities are performed indoors in an office setting. While performing the duties of this position, the employee is subject

to normal consistent temperatures. The noise level in the work environment is moderate.

This job description is intended to describe the general nature and level of the work being performed by the person in this

position. Principal duties and responsibilities are intended to describe those functions that are essential to the performance of

this job, and "other" duties and responsibilities include those that are considered incidental or secondary to the overall

purpose of this job.

This job description does not state or imply that the above are the only duties and responsibilities assigned to this position.

Employees holding this position will be required to perform any other job-related duties or tasks as requested by management.

All requirements are subject to possible modification in order to reasonably accommodate individuals with disabilities

LaSalle County reserves the right to modify, interpret, or apply this job description in any way the County desires. This job

description is not intended nor should be construed to be an exhaustive list of all responsibilities, tasks, skills, efforts, working

conditions, or similar behaviors, attributes or requirements associated with this position. The aforementioned job

requirements are subject to change to reasonably accommodate qualified individuals with a disability.

This job description is not an employment contract, implied or otherwise. Except as otherwise provided by a collective

bargaining agreement or applicable law, all employees are at-will. This job description is not intended to void, replace, or

conflict with negotiated union contracts. To the extent a collective bargaining agreement conflicts with this job description, the

collective bargaining agreement shall supersede and/or modify this job description.

I have read, reviewed and agree that this job description accurately reflects the position.

ACKNOWLEDGEMENT

I have read or had explained the essential duties, responsibilities and minimum qualifications of this position for which I am

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expected to perform. I have reviewed the essential functions and work environment characteristics and I understand them

completely.

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