Part-Time Administrative Assistant I POSITION SUMMARY Under the direction of the City Manager and Assistant City Manager, provides varied and complex administrative support to the City Manager and associated staff; provides efficient, effective and timely response to questions and concerns of the public. Work requires the exercise of good judgment, initiative, and discretion. Essential duties and responsibilities
may include, but are not limited to, the following:
- Performs difficult, complex technical and/or specialized office support work, which requires the exercise of independent judgment, the application of technical skills and a knowledge of detailed or specialized activities related to the department to which assigned.
- Greets visitors, answers telephone routing requests to appropriate party. Responds to general inquiries and service requests within the City or City Hall.
- Uses a computer to develop and manage databases and/or spreadsheet files and to develop special report formats.
- Assists with preparing minutes, agendas, and agenda items for City Council, Committees and Commissions; coordinates weekly packets and informational distribution.
- Assists with posting minutes and agendas to City website; updates relevant information as required.
- Assists with processing Freedom of information Requests through the Deputy Clerk's office and organizes related documentation.
- Researches and assembles information from a variety of sources for the completion of forms or the preparation of reports; makes arithmetic or statistical calculations.
- Conducts specific projects related to the department or office to which assigned; may obtain and/or provide information from other organizations, summarize such information and prepare recommendations.
- Provides information to the public or to City staff that requires the use of judgment and the interpretation of policies, rules, or procedures.
- Arranges meetings by notifying attendees, reserving rooms, and making lodging and/or meal arrangements.
- Organizes, maintains, and purges various departmental files.
- Prepares correspondence, reports, forms, contracts, and specialized documents, etc.
- Proofreads and checks typed and other materials for accuracy, completeness, and compliance with departmental policies and regulations. May compile and process confidential materials.
- Enters and retrieves data and prepares reports using a computer; reviews such reports for accuracy and makes corrections as required; operates standard office equipment.
- Performs a variety of office administrative details such as entering invoices, preparing purchase requisitions, arranging for the repair of equipment, transmitting information, and keeping reference materials up to date.
- Contributes to the efficiency and effectiveness of the unit's service to its customers by offering suggestions and directing or participating as an active member of a work team.
- Acts as receptionist and receives and screens visitors and telephone calls and directs the caller to the proper person or personally handles the call; provides information which requires the use of judgment and interpretation of policies, rules and procedures.
- Assists in reviewing, issuing, maintaining, and providing information on permits and licenses.
- May train others in work procedures or direct the work of others on a project or relief basis.
- Demonstrates courteous and cooperative behavior when interacting with public and staff; promotes a harmonious and effective workplace environment.
REQUIRED KNOWLEDGE AND SKILLS - Policies and procedures of the department to which assigned.
- Use of specified computer applications involving word processing, data entry and/or standard report generation.
- Use of specified computer applications involving the design and management of databases or spreadsheet files and the development of special report formats.
- Business arithmetic.
- Applicable regulations, policies and statutes.
- Office administrative practices and procedures.
- Business letter writing and the standard format for typed materials.
- Record keeping principles and practices.
- Correct business English, including spelling, grammar and punctuation.
- Techniques for working collaboratively with the public and staff.
- Organization and function of public agencies, including the role of an elected board of commissioners and appointed boards and commissions.
- Providing responsible, and often confidential administrative assistance to a manager and high-level administrative staff members.
- Performing technical, specialized, complex, difficult or basic technical office support work.
- Reading and explaining rules, policies and procedures.
- Analyzing and resolving varied office administrative problems.
- Organizing, maintaining and researching office files.
- Composing correspondence independently or from brief instructions.
- Compiling and summarizing information and preparing periodic or special reports.
- Using initiative and independent judgment within established procedural guidelines.
- Organizing own work, setting priorities and meeting critical deadlines.
- Contributing effectively to the accomplishment of team or work unit goals, objectives and activities.
- Working effectively with the public, in person and over the telephone.
- Establishing and maintaining effective working relationships with those contacted in the course of the work.
QUALIFICAITONS Two (2) years of college level courses; AND two (2) years of administrative experience providing management staff support; OR an equivalent combination of education, training and experience as determined by Human Resources.
SALARY AND BENEFITS The hourly rate for this position is $26.35-$36.89. This is a part-time position, scheduled to work up to 29 hours per week, and is eligible for Illinois Municipal Retirement Fund (IMRF) participation.
Interested candidates should submit a resume and cover letter at Elmhurst.org/jobs. Only online submission materials are accepted. This position will remain open until Tuesday, April 29, 2025.
The City of Elmhurst is an Equal Opportunity Employer