Administrative Secretary (Economic Development)

Village of Schaumburg - Schaumburg, IL (30+ days ago)4.3


Human Resources Department

101 Schaumburg Court

Schaumburg, IL 60193

The Village of Schaumburg employs approximately 600 employees in a variety of departments within the organization, such as police, fire, public works, engineering, finance, human resources, cultural services, community development, information technology, and transportation. Our employees work to serve the residents and strive to make Schaumburg the best community it can be. Schaumburg is a thriving community of 75,936 residents located 12 miles west of O’Hare International Airport and approximately 26 miles northwest of the City of Chicago. The community is the base of the second largest concentration of retail, office and commercial activity in the state of Illinois and recently named one of the Top Ten Best Places to Live according to Money Magazine.

Administrative Secretary (Economic Development) with an online application deadline of 05/27/2018 or until 75 applicants have successfully completed the application process.

STARTING PAY RATE: $25.72 per hour based on a 40-hour work week. Salary range for this position $25.72 to $37.30 per hour.

Please attach as part of your application all necessary documents verifying that you meet the minimum qualifications for the position.

This position performs a wide range of administrative and office support activities for the department to facilitate the efficient operation of the department. Responsible for the day-to-day operations of the department including setting up and maintaining various file systems, scheduling appointments for the department director as needed and handling inquiries and concerns from the general public and other departments.

Provides general administrative support for Economic Development staff, including assistance with processing applications, scheduling visits, processing payments, maintaining village files, and preparing special reports. Assists in the preparation of information and materials relating to the department’s finances and annual budget; enters, reviews, coordinates and approves all requisitions/purchase orders for appropriateness, completeness and compliance with approved budget; initiates and prepares budget reallocations and change orders as needed. Keeps files, including digital, for applications made to board/commissions/committees, such as the Finance, Legal, Administrative and General Government and Schaumburg Business Development Commission. Processes payroll and other applicable financial actions. Attends evening public meetings; prepares minutes for meetings; prepares agendas; responsible for preparation of meeting notices in compliance with State Open Meetings Act requirements; prepares packets and other supporting documentation for commission/board members, staff, and the public (copies, sorts, collates documents). Resolves purchasing and/or payment issues. Ensures proper adjustments for returned items. Negotiates payment adjustments. Reviews open purchase orders with vendor for status of order. Maintains Procurement Card, provides correct accounting and processes records and systems. Keeps financial, statistical, inventory and other records and develops office forms and procedures; orders office supplies. Schedules and coordinates meetings, appointments and travel arrangements for the Department Director. Assists with the maintenance of the Department Director’s calendar. Acts as an intermediary for staff, maintaining frequent contacts with public and private officials, businesses, and other officials; screens and routes calls, and answers inquiries as appropriate. Exercises discretion and judgment on most administrative decisions; develops and implements procedures for expediting the flow of clerical work through the office. Prepares letters and ordinances, often requiring knowledge of specialized terminology of the department. Responsible for correspondence, contracts, and other materials on a variety of general, legal, and technical topics of a not-confidential and confidential nature. Performs other duties as assigned.

Education equivalent to a high school diploma. A minimum of five years of experience as a secretary in a public or private office. Proficiency with current computer software systems, including email, calendar programs, job specific software, and customer service systems preferred or within the first six months of employment.

Considerable knowledge of office practices and procedures and business English, spelling, grammar and punctuation. Ability to organize a variety of complex material for typing. Ability to answer involved questions regarding departmental operations and procedures. Ability to prepare and follow budgets and budget allotments. Skill in preparing meeting minutes. Ability to make administrative decisions regarding work organization and the flow of work. Ability to exercise good judgment, courtesy, and tact in receiving office callers and in making proper disposition of problems. Ability to adapt to new systems and procedures.

This position works in a typical office setting. Prolonged periods of concentration, proofreading, and extensive computer work. Ability to cope with numerous interruptions. Frequent transporting of 20 pounds.

The Village of Schaumburg has a competitive benefit package which includes: Section 125 cafeteria plan including health, dental, vision, and life insurance as well as medical and dependent care flexible spending accounts, a retirement plan through the Illinois Municipal Retirement Fund, paid holidays, paid vacation, and sick leave.

Candidate screening process may consist of an application review, skills testing, employability assessment, interviews, reference checks, and other job-related testing or verifications. Chosen candidates will be subject to a background and criminal history investigation, and qualifying pre-employment medical examination and drug screen.