Administrative Coordinator

2 days ago

Decatur, Illinois, United States DeKalb County Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at DeKalb County. The successful candidate will provide administrative support to our department, ensuring the smooth operation of our daily activities.

Key Responsibilities
  • Coordinate and provide administrative/clerical support for our department/division, processing various documentation within designated timeframes and per established procedures.
  • Work with and provide guidance and assistance to administrative/clerical staff assigned to divisions or work units within the department to ensure uniform and cooperative work efforts.
  • Maintain confidentiality of departmental documentation and issues.
  • Relieve management staff of routine administrative tasks, screen telephone calls, mail, and other communications, and initiate appropriate action/response.
  • Record dictation, type, compose, edit, or proofread correspondence on behalf of management staff, record and/or transcribe correspondence, statements, minutes, or other information, and keep management informed of significant matters, messages, documentation, or other information.
  • Serve as liaison between the assigned department and other departments/divisions, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information.
  • Interact with various officials and dignitaries involving sensitive client relations, convey information among division/department personnel, and circulate documentation to appropriate departments.
  • Maintain calendar/schedule of activities for the assigned manager and department/division, schedule and confirm appointments, meetings, interviews, conferences, training activities, or other activities, and update calendar on a regular basis and notify parties involved of changes.
  • Coordinate travel arrangements, accommodations, conference registrations, or other travel-related plans for executives or other staff.
  • Maintain file system of various files/records for the assigned area, prepare files, organize documentation, and file documents in designated order, retrieve/replace files, scan records into computer, and shred/destroy confidential or obsolete documents.
  • Research, compile, and/or monitor administrative or statistical data pertaining to department operations, summarize data, perform routine data analysis, and prepare reports, and conduct research of department files, legal records, database records, electronic data sources, internet sites, hardcopy materials, or other sources as needed.
  • Distribute documentation between department/staff members and internal/external individuals/agencies, operate fax machine to send/receive documentation, distribute/deliver incoming faxes, subpoenas, mail, or other documentation to appropriate personnel, sort, organize, open, and/or distribute incoming mail, sign for incoming packages and deliver to appropriate personnel, process outgoing mail, and copy and distribute forms, reports, correspondence, schedules, agendas, or other documentation.
  • Type, prepare, proofread, and/or complete various forms, reports, correspondence, lists, logs, notices, schedules, calendars, attendance records, check requests, purchase orders, requisitions, budget documents, contracts, agreements, statistical reports, incident/accident reports, work order requests, agendas, minutes, motions, ordinances, resolutions, accident/incident reports, inventory records, charts, graphs, spreadsheets, or other documents.
  • Coordinate arrangements for various meetings, notify participants of scheduled meetings, prepare meeting notices, agendas, and meeting packets, coordinate room reservations, setup, refreshments, and equipment required for meetings, attend meetings, record and/or transcribe meeting minutes, distribute documentation, and maintain records.
  • Answer telephone calls and greet visitors, ascertain nature of business, direct callers/visitors to appropriate personnel, and record/relay messages, respond to requests for service/assistance, retrieve messages from voicemail or answering machine, initiate and return calls as necessary, and relay calls/messages via two-way radio.
  • Perform customer service functions in person, by telephone, or by mail, provide information or assistance regarding department/division services, activities, forms, procedures, fees, or other issues, receive and/or disseminate forms/documentation, respond to routine questions/complaints, research problems, and initiate problem resolution, and refer complaints/problems to appropriate personnel.
  • Perform data entry functions by keying data into computer system, enter, retrieve, review or modify data in computer database, scan documents into computer, verify accuracy of entered data and make corrections, and develop databases and computerized reports.
Requirements
  • High school diploma or GED required, Associate degree in Office Systems Technology or Office Administration preferred.
  • Three years of progressively responsible office administration (preferably in the public sector), customer service, or records management experience, or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
  • May require possession and maintenance of valid State of Georgia Notary Public certification.
Assessment

Qualified applicants will receive a link via email to take the assessment. Please check your spam/junk folder. You will be evaluated on Typing, Filing, Spelling, MS Word, Math, and Proofreading. Please read and follow all instructions before beginning each assessment module. The time limit for each assessment module will be displayed on the screen, and are listed below:

Module Time Limit Passing Overall Score

Typing 3 minutes 35 Words Per Minute (Net)

Filing 10 minutes 70%

Spelling 10 minutes 70%

MS Word 15 minutes 70%

Math 15 minutes 70%

Proofreading 15 minutes 70%

____________________________________________________

TOTAL TIME: 68 minutes

Offer is contingent upon the successful completion of a background investigation and pre-employment physical and a drug/alcohol screen.

Position posted until a viable pool of candidates has been established. This posting is to fill the current vacancies and to establish an eligibility list to fill any future vacancies that may occur in the next 6 months.

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