Administrative Assistant

3 weeks ago


Hanover Park, United States Village of Hanover Park, IL Full time

The Village of Hanover Park is an Equal Opportunity Employer.

**JOB SUMMARY**:
JOIN AMERICA'S GLOBAL VILLAGE

**OUR PART-TIME BENEFITS FOR THIS POSITION INCLUDE**:

- 8 hours of paid time off on January 1st of each year
- 8 hours of paid time off on July 1st of each year
- 20 hours of holiday pay which can be used on 5 holidays of your choice
- Annual Employee Awards and Appreciation Event
- Annual Employee Picnic
- Annual Holiday Party
- Wellness Events

**WORK SCHEDULE**

Monday 8:00 a.m. - 4:00 p.m., and Tuesday - Thursday 8:00 a.m. - 12:00 p.m.

**TRAINING SCHEDULE**

Will be for the first 6-8 weeks, Tuesday - Thursday 12:00 p.m. - 4:00p.m. and Friday 8:00 a.m. - 4:00 p.m.

**ESSENTIAL DUTIES & RESPONSIBILITIES**:
Screens and routes incoming mail and correspondence for priority, importance and necessity. Locates and attaches appropriate file to correspondence to be answered by employer. Composes routine letters responding to inquiries in need of written response and prepares outgoing mail. Answers routine requests for information. Responds to or sends out general information regarding code enforcement procedures and ordinances. Prepares outgoing mail.

Creates and maintains confidential and general files, records and correspondence for the department. Files inspection reports, file jackets, rejection letters, and other correspondence, notices, chronological books, and microfilm.

Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls. Responds to public inquiries and complaints.

Processes invoices and prepares payment for events, supplies and services.

Updates code enforcement handouts and manuals (computer manual and general department information manual).

Assists with events (monthly meetings, staff meetings, etc.) including shopping for supplies, set-up and take-down, and ordering and/or pickup of food and beverages for events/meetings.

Copies handouts, procedural manuals and pamphlets, codes and ordinances (sign code, property maintenance pamphlet and/or procedural manual), code enforcement procedural manual.

Enters data into the Village computer system to schedule inspections, cancel/change inspection status, and removes information when necessary. Data entry information generated from phone calls, radio, personal contacts with residents, inspections.

Follows all safety regulations, policies and procedures. Reports all unsafe conditions and acts to supervisor. Reports all accidents to the supervisor immediately whenever possible, but no later than end of the employee's work shift. Follows recognized safe work practices.

Performs other duties as requested or assigned which are reasonably within the scope of the duties enumerated above.

**QUALIFICATIONS**:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

**EDUCATION &/OR EXPERIENCE**:
Associate's degree in Secretarial Science or equivalent from a two-year college or technical school and/or two to four years of related experience and/or training; or equivalent combination of education and experience.



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