What are the responsibilities and job description for the Administrative Assistant position at Village of Savoy?
General Purpose. This is an hourly non-exempt position. The employee performs a variety of routine and complex clerical, secretarial, and administrative work. Additionally, the employee assists the Village Clerk in keeping official records and provides administrative support to assigned departments.
Supervision Received. This position works under the direct supervision of the Village Clerk.
Supervision Exercised. None.
Essential Duties and Responsibilities. The items below are illustrative, but not limited to, the position:
1. Acts as custodian of departmental documents and records. Maintains filing systems, control records, and indexes in adherence to the Village’s Document Retention Policy.
2. Composes, types, and edits a variety of correspondence, reports, forms, permits, memoranda, and other materials.
3. Coordinates the office operations of assigned department.
4. Inputs and compiles data for various projects and reports.
5. Performs routine clerical and administrative work in answering phones, receiving the public, providing customer service, and data processing.
6. Provides meeting management which includes, but is not limited to, assembling background materials; preparing agendas; taking minutes, and coordinating meals and refreshments.
7. Maintains and updates department webpages and social media platforms.
8. Assists expense management which includes, but is not limited to, accounts payable and purchase orders for assigned departments.
9. Assists in the development of public and legal notices; marketing materials including flyers and brochures; newsletters; media releases and news articles; and informational materials about programs and services.
10. Assists in planning and staffing conferences, meetings, and training sessions.
11. Coordinate Village travel plans and travel arrangements for assigned staff.
12. Coordinate the procurement of office supplies for assigned department.
13. Operates a Village vehicle to complete Village business.
14. Function as Deputy Village Clerk, as assigned.
15. Collects and distributes messages and mail for assigned department.
Minimum Qualifications
1. High school diploma or General Educational Development (GED).
2. Two (2) years of experience in general office practices such as typing, filing, accounting, and bookkeeping.
3. Valid Illinois Driver’s License.
4. Equivalent combination of relevant education and experience.
Knowledge, Skills, and Abilities
1. Working knowledge of computers and electronic data processing.
2. Working knowledge of current office practices and procedures.
3. Ability to effectively meet and deal with the public.
4. Ability to communicate effectively verbally and in writing.
5. Ability to handle stressful situations.
6. Ability to type at least 50 words per minute with accuracy and precision.
Tools and Equipment Used. Employee will be expected to operate a Village vehicle and use standard office equipment including, but not limited to, phone systems; personal computers; multipurpose scanner copy-fax-scanner machine; and calculator.
Physical Demands. While performing the duties of this job, the employee is frequently required to walk, sit, talk, and listen. The employee is required to use hands handle objects, tools, or controls. The employee must regularly lift or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work Environment. While performing the duties of this job, the employee works in both indoor and outdoor environments. Ambient indoor noise is generally and moderately quiet. Outdoor noise will depend on the event and event location.
Disclaimer. The physical demand and work environment characteristics described here are representative of those an employee encounters while successfully performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The position description does not constitute an employment agreement between the Village and employee and is subject to change as the needs of the Village and the requirements of the job change.Examples of duties listed in this position description are intended only as illustrations of the various types of work performed. The omissions of specific statements of duties does not exclude them from the position if the work is similarly related or a logical assignment to the position.Each employee’s position description is maintained as part of their personnel file. Additional copies of position descriptions may be requested through the employee’s Department Head or from the Office of Management and Budget.
Job Type: Full-time
Pay: $21.64 - $26.44 per hour
Expected hours: 40 per week
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
People with a criminal record are encouraged to apply
Experience:
- Office management: 2 years (Required)
License/Certification:
- Driver's License (Required)
Ability to Commute:
- Savoy, IL 61874 (Required)
Work Location: In person
Salary : $22 - $26