Administrative Assistant

*Please follow the instructions at end of this description in order to apply for position*

JOB SUMMARY

The Village of Long Grove is looking for an enthusiastic and self-driven individual to join our dynamic customer service team as a part-time Administrative Assistant. This role offers approximately 20 hours of work per week with a flexible schedule, providing the perfect balance between work and personal life. The starting pay is $24-28 per hour (DOQ), and while this is a non-benefit position, it offers a fantastic opportunity to gain valuable experience in local government operations.

As an integral part of the team, you will support a variety of office-related tasks that can change from day to day, keeping the job fresh and engaging. We are seeking someone who is organized, dependable, and adaptable, with a keen attention to detail and the ability to prioritize multiple responsibilities. Excellent communication skills, a positive attitude, and a strong commitment to delivering outstanding service to residents is essential.

Under the direction of the Assistant Village Manager, you will assist with tasks such as data entry, answering phones, interacting with visitors at Village Hall, document scanning, supporting building permit processes, and aiding in property maintenance administration. You’ll collaborate regularly with Village staff and senior management, ensuring smooth operations and helping the team achieve its goals.

The ideal candidate will have a strong proficiency in Microsoft Excel and Word, with some experience in data entry. Prior administrative or secretarial experience is a plus, but a positive attitude and a willingness to learn are equally important. Join us in this rewarding role where your contributions will directly support the Long Grove community!

ESSENTIAL DUTIES AND RESPONSIBILITIES

The job duties listed are typical examples of the work performed by this position. Not all duties assigned to this position are included.

• Performs routine clerical and administrative work in answering phones, cashiering, and data processing.
• Provide prompt, effective customer service, addressing inquiries, and resolving issues promptly.
• Assemble and organize materials and work independently on assignments and confidential material.
• Composes, types, and edits a variety of correspondence, reports, spreadsheets, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
• Assist with various licensing and permitting processes, ensuring compliance with Village regulations.
• Maintain files per record retention schedule.
• Maintains lists and contact information of all Boards, Committees, HOA Presidents, etc. including terms of office.
• Assist with various operational tasks, including (but not limited to) the issuing and tracking of property maintenance violation letters, scheduling of code enforcement site visits, facilitating the monthly adjudication hearing process, and Building Department permitting questions and submittals
• Assist in operation of the Village's website and social media accounts, ensuring timely updates and engaging content.
• Help draft and edit content for various platforms, including the website, social media, newsletters, and press releases.
• Provides public records and information to citizens, civic groups, the media, and other agencies as requested.
• Assist with special projects of varied nature as they arise.

QUALIFICATIONS

• A minimum of three years of related office experience.
• Proficiency with phone systems, copying machines, MS Office and web-based computer software programs.
• Professional demeanor and attire.
• Strong English communication skills, both written and oral.
• Proficiency with Microsoft Office Suite
• Ability to work under pressure with frequent interruptions.
• Ability to work independently and as part of a team.
• Familiarity with social media platforms is a plus.
• Knowledge of local government operations and public relations experience preferred.
• Flexibility and the ability to adapt to shifting assignments and priorities is essential.

PHYSICAL DEMANDS

Reasonable accommodation may be made to perform the essential functions.

• The employee is frequently required to sit, stand, walk, talk, hear, and use hands.
• The employee may occasionally be required to lift and/or move up to 15 pounds.
• Specific vision abilities required by this job include close vision and the ability to adjust focus.

SCHEDULE/WORK LOCATION

Village Hall is located at 3110 Old McHenry Road. Typical work hours are Monday-Friday with a flexible regular weekly schedule totaling a maximum of 20 hours. Additional hours may be required based on operational needs.

APPLICATION

Interested candidates should email a cover letter detailing their interest in the position, a completed employment application, and a resume to Dana McCarthy, Assistant Village Manager, at dmccarthy@longgroveil.gov. This position will remain open until filled. The Village of Long Grove is an equal opportunity employer.

Job Type: Part-time

Pay: $24.00 - $28.00 per hour

Expected hours: 20 per week

Schedule:

• Monday to Friday

Work Location: In person

Salary : $24 - $28