Secretary

VILLAGE OF SCHAUMBURG

Human Resources Department

101 Schaumburg Court,Schaumburg, IL 60193

NOW ACCEPTINGAPPLICATIONS FOR THE POSITION OF:

Secretary (Community Development)

Interested candidates are encouraged to apply as soon as possible. Interviews will be conducted as applications are received. This position will remain open until filled.

STARTING PAY RATE: $21.82 - $24.32 per hour based on a 35-hour workweek. Salary dependent on qualifications. The salary range for this position is $21.82 - $31.81. This position is represented by a union; you may refer to the AFSCME collective bargaining agreement available on our website.

JOB SUMMARY:

The Community Development Department is seeking a proactive, detail-oriented individual to join the team as a Secretary. This position supports daily administrative operations, delivers exceptional customer service, and assists with a variety of purchasing and accounting functions. The Secretary plays an integral role in coordinating office activities, preparing materials for public meetings, maintaining records, and serving as a liaison between staff and the public.Success in this role requires strong communication skills, the ability to stay organized under pressure, and a collaborative working style. The ideal candidate is comfortable managing multiple priorities, adapting to changing needs, and ensuring administrative processes run efficiently and effectively.

JOB DUTIES:

1. Provides general administrative support for department staff, including assistance with processing applications for planning/zoning requests, processing payments, maintaining village files, and preparing special reports.

2. Maintains files, including digital, for applications made to board/commissions/committees.

3. 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.

4. Enters, tracks, and coordinates purchases for budget accounts. Reviews invoices for accuracy, obtains receiving information, and processes for payment. Reviews requisitions for completeness, accuracy, and authorization prior to processing. 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.

5. Keeps financial, statistical, inventory and other records, develops forms and procedures, and orders office supplies.

6. Acts as an intermediary for staff, maintaining frequent contacts with public and private officials, contractors, and other officials, screens and routes calls, and answers inquiries as appropriate.

7. Prepares letters and ordinances, often requiring knowledge of specialized terminology of the department. Prepares correspondence and other materials on a variety of general and technical topics of a not-confidential and confidential nature.

8. Exercises discretion and judgment on most administrative decisions; develops and implements procedures for expediting the flow of clerical work through the office.

9. Provides administrative support for local adjudication system.

10. Performs other duties as assigned.

QUALIFICATIONS:

1. Education equivalent to a high school diploma.

2. A minimum of one year of experience as a secretary in an office.

3. 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.

BENEFITS:

The Village of Schaumburg has a competitive benefit package which includes: flexible benefit Section 125 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, sick leave, tuition reimbursement, and more.

SELECTION PROCESS:

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.

THE VILLAGE OF SCHAUMBURG IS AN EQUAL OPPORTUNITY EMPLOYER