Administrative Assistant

4 days ago

Wheaton, United States County of DuPage, CO Full time
Salary : $60,000.00 Annually

Location : Wheaton, IL

Job Type: Full-time

Job Number: 24-00123

Department: Emergency Telephone System Board

Opening Date: 11/21/2024

Closing Date: Continuous

Hours: Monday - Friday 8:00 a.m. - 4:30 p.m.

POSITION SUMMARY

We are pleased to offer the current job opportunity for an Administrative Assistant with ETSB (Emergency Telephone System Board). This position will be providing professional level work alleviating the Executives of the Emergency Telephone System Board (ETSB) of administrative tasks.

DuPage County is an Equal Opportunity Employer.

RESPONSIBILITIES

Responsibilities include:
  • Provides support to both internal and external contacts regarding administrative issues such as purchasing, personnel, facilities, and operations
  • Screens and/or answers questions for the Executive Director or routes to the appropriate staff member; may prepare a daily appointment schedule or keep a calendar for the Executive Director
  • Receives visitors, schedules appointments and arranges meetings
  • Works with administrators and managers to keep them informed of department issues
  • Follows through on information requests, projects and pending matters with limited direction
  • Organizes and expedites flow of work through the office in an efficient manner to streamline work processes and reduce administrative costs
  • Coordinates special departmental projects involving research and investigation, gathers, compiles and organizes necessary documents
  • Develops policies and procedures related to the functions of the department
  • Participates in management planning meetings, and related activities to ensure a productive use of attendees' time
  • Collects, compiles, photocopies, assembles and distributes materials for meetings, and/or other informational packets
  • Provides secretarial support to the ETS board and its committees and subcommittees and the Executive Director
  • Coordinates public meetings including but not limited to agenda, supporting documents such as resolutions and calendar management
  • Prepare minutes, often of a technical and/or confidential nature
  • Organizes and maintains files
  • Prepares, letters, contracts and memoranda for signature
  • Reviews written reports and policies for accuracy and form
  • Assists in departmental budget preparation and control activities by gathering data
  • Receives and processes invoices, reconcile monthly ledger, and other financial tasks with accuracy
  • Prepares travel forms for approval and reimbursement per policy
  • May prepare departmental payroll change forms, certifications, etc.
  • Manages office supplies, prepares requisitions for the purchase of materials and supplies
  • Organizes and prepares documents requiring the integration of multiple department technology and software applications
REQUIREMENTS INCLUDE

Requirements include the following experience or equivalent combination of training and experience:
  • Completion of a High School Diploma or General Equivalency Diploma equivalent
  • Six (6) years of progressively responsible experience performing a variety of administrative responsibilities including, budget preparation, personnel or office management including two years of supervisory responsibility
The preferred candidate will have knowledge and/or experience with the following:
  • 9-1-1 systems
  • Computer aided dispatch
  • Project management
  • Software implementation
  • DuPage County work flow
A passing score on basic Microsoft Word and Excel test is required.
A pre-employment background check is required.
Physical Requirements and Work Environment

PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work will occur in an office and is not substantially exposed to adverse environmental conditions.

DuPage County offers a complete benefit package to full-time employees including medical insurance, dental insurance, vision, flexible spending accounts, life insurance, pension, holidays, vacation, sick leave, deferred compensation plan, tuition reimbursement, pre-paid legal and credit union. Limited benefits are also offered for eligible part-time positions.

To learn more details, visit our

01

Select the response below that represents your highest completed level of education.
  • Master's Degree from an Accredited Institution
  • Bachelor's Degree from an Accredited Institution
  • Associate's Degree from an Accredited Institution
  • Some college level courses complete but no degree awarded from an Accredited Institution
  • High School Diploma or GED
  • None of the above


02

If you possess a degree, in what field/ major is the degree? (If no degree, answer with N/A)

03

Select the response below that represents the number of years of experience you possess relevant to the position you are applying for.
  • 6+ years of relevant experience
  • 4-5 years of relevant experience
  • 2-3 years of relevant experience
  • Less than 2 years of relevant experience
  • None of the above


04

Select the response below that represents the number of years of experience in a supervisory position.
  • 2 +years of relevant experience
  • 1 year of relevant experience
  • Less than 1 year or No experience


05

Do you have experience with the following? (check all that apply)
  • Budget preparations
  • Office management
  • Personnel management
  • Committee or Board secretarial support


06

Please briefly describe your work experience relating to 911 systems, project management and software implementation. If you do not have experience include N/A (Do not enter See Resume)

07

Are you able to perform the following, with or without an accommodation?Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
  • Yes
  • No


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