Administrative Assistant

2 weeks ago

Schaumburg, United States Village of Schaumburg Full time

VILLAGE OF SCHAUMBURG

Human Resources Department

101 Schaumburg Court, Schaumburg, IL 60193

The Village of Schaumburg is a thriving community of 78,723 residents located 11 miles west of O’Hare International Airport and approximately 26 miles northwest of Chicago. Not only is Schaumburg the twelfth-largest community in the State of Illinois, but it is also home to the second-largest concentration of retail, office, and commercial activity. Notable village distinctions include being rated as an excellent or good place to live by 95% of respondents in the National Community Survey; having multiple highly-awarded and accredited departments; being selected as a Best-In-Class-Employer by Gallagher for midsize employers and being recognized as a Better Business Town by The Better Business Bureau of Chicago and Northern Illinois.

The village employs approximately 600 employees in 12 departments, including police, fire, engineering and public works, communications, community development, cultural services, economic development, finance, general government, human resources, information technology, and transportation. Our employees work to serve the residents and strive to make Schaumburg the best community it can be.

**NOW ACCEPTING APPLICATIONS FOR THE POSITION OF**:
Administrative Assistant (Engineering & Public Works)

**STARTING PAY RATE**: $33.17 - $36.91 per hour based on a 40-hour workweek. Salary dependent on qualifications. The salary range for this position is $33.17 - $48.10.

**JOB SUMMARY**:
**JOB DUTIES**:
1. Serves as information and personnel liaison; manages scheduling program updates; processes and verifies all employee status and payroll changes. Processes travel and training requests, special leave requests, pay changes, and other employee-related changes.
2. Processes termination requests and creates job requisitions for needed recruitments. Orients new department personnel including review of all village and department rules, regulations, standard operating procedures, safety program orientation, defensive driving, and notifications of requirements.
3. Handles complaints, inquiries, and requests independently and as directed efficiently and confidentially.
4. Utilizes asset management program and serves as the Learning System Representative (LSR) to ensure all required training, certifications, and license status are properly maintained.
5. Attends and assists with department meetings, committee meetings, and interdepartmental meetings. Prepares and posts agendas and agenda items and approves minutes.
6. Serves as the admin on the Safety Committee. As the first point of contact for department accident reporting, collects backup documentation, routes for appropriate signatures, and tracks chargeable/non-chargeable.
7. Interprets policies within collective bargaining agreements. Works with the Human Resources Department to ensure employee requests fall under policy guidelines.
8. Assists in the preparation of information and materials relating to the department’s 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.
9. Maintains and creates files of both confidential and non-confidential information on collective bargaining, development agreements, confidential correspondence, financial, legal, statistical, and other records. Ensures these files are all maintained following the village’s document retention policy.
10. Performs other duties as assigned.

Assists staff with administrative and clerical duties for the department. Works in a team environment and acts as backup as needed for them with office coverage being a priority. Serves as a Freedom of Information Act (FOIA) Officer.

**QUALIFICATIONS**:
1. Education equivalent to a high school diploma.

2. A minimum of two years of administrative work experience and responsibility.

3. Proficiency with current computer technology, job-specific software, and customer service systems.

**BENEFITS**:
The Village of Schaumburg has a competitive benefit package with coverage that begins on the first day of employment and includes: flexible benefit Section 125 plan including health, dental, vision, and life insurance as well as medical and dependent care flexible spending accounts, and a retirement plan through the Illinois Municipal Retirement Fund. The Village also provides paid holidays, paid vacation, sick leave, tuition reimbursement, succession development, and more.

**SELECTION PROCESS**:
**THE VILLAGE OF SCHAUMBURG IS AN EQUAL OPPORTUNITY EMPLOYER

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