Management Assistant

6 days ago

Lake Zurich, IL, United States Village of Lake Zurich, IL Full time

The Village of Lake Zurich Fire Department is seeking a highly organized, detail-oriented Management Assistant to support the daily operations of the Fire Department. This position is based at the Fire Department Administrative Office, 321 S. Buesching Road, Lake Zurich. Regular business hours are Monday through Friday, 8:00 a.m. - 4:30 p.m.

Position Responsibilities: Performs difficult skilled administrative support work assisting with the day-to-day operations of the Fire Department, and related work as apparent or assigned. Work is performed under the limited supervision of the Fire Chief or Deputy Fire Chief.

Responsibilities include:

  • Coordinates payroll and manages and maintains current/new employee paperwork including pay increases, status changes and ongoing payroll processing.
  • Assists in the preparation, maintenance and monitoring of the department operating and capital budgets.
  • Manages and maintains department's social media, website, and press releases.
  • Prepares requisitions and purchase orders for tools and supplies; negotiates prices with vendors for goods and services; inventories materials and supplies.
  • Prepares and processes invoices and utility bills for payment; maintains vendor files and correspondence.
  • Handles reservations from various agencies and departments for the use of vehicles and buildings.
  • Answers departmental telephone; takes complaints and requests for work orders.
  • Maintains departmental files and logs; prepares correspondence and memorandums, analysis reports, record books and service contracts.
  • Assists with the interview process; schedules and arranges travel and education; attends department meetings and takes meeting minutes.
  • Assists with written and electronic work orders; issues work orders to department personnel in the absence of the department director.
  • Performs related tasks as required.

Position Qualifications: Qualified candidates will have an Associates or Technical degree with coursework in English, Business, Accounting, Finance, or related field and considerable experience managing a payroll/budget system, working with social media, website programs and Microsoft Office, or equivalent combination of education and experience.

Successful candidate must have a thorough knowledge of standard office practices, procedures, equipment and techniques; knowledge of Fire Service terms, practices, functions, organization and policies; general knowledge of budgets; knowledge of HIPAA requirements and practices; thorough knowledge of purchasing; thorough knowledge of standard office equipment and software; ability to establish and maintain effective working relationships with associates and the general public; ability to type at a reasonable speed with minimal error; ability to undertake and complete operational and administrative projects independently; ability to organize and perform work independently; ability to communicate effectively verbally and in writing; ability to maintain files, logs and records. Selected candidate must also successfully complete a background check and post-offer employment physical examination including a drug screening.

Compensation and Benefits: The annual salary range is $60,775 - 74,419. Comprehensive benefits include health, dental, vision, and life insurance, 3 weeks paid vacation accrual after the first year, sick, personal, and holiday leave, and participation in the IMRF pension fund.

Selection Process: Candidates may submit a resume and cover letter to Human Resources, 70 E. Main Street, fax 847-540-3785 or email to hr@lakezurich.org; or complete an employment application located on the Village of Lake Zurich website at http://lakezurich.org/jobs.aspx. Position is open until filled.

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