ADMINISTRATIVE ASSISTANT

CITY OF BATAVIA • Batavia, IL

4d • $30 - $42 • Onsite

About The Position

This is responsible administrative and secretarial work serving as secretary for a department or division and involving the performance of delegated administrative duties. Work involves performing diverse administrative, secretarial, and support activities. Work often involves extensive public contact and requires effective coordination with other City departments and agencies. Work requires the exercise of considerable judgment, initiative, and discretion based on knowledge of departmental policies and procedures. Incumbents perform general duties with a minimum of supervision. Work is performed under the direct supervision of the department director. This position is a full-time on-site position reporting to the City of Batavia's City Hall building. The work schedule for this position is Monday to Friday 8:00AM-5:00PM.

Requirements

• Graduation from high school (or GED) with advanced course work in business or secretarial science including the use of a computer in an office setting
• Experience in secretarial work
• Considerable knowledge of Microsoft Office Suite, office procedures and practices.
• Knowledge of and ability to perform arithmetic calculations quickly and accurately.
• Ability to deal with the general public tactfully and courteously and to establish and maintain effective working relationships with other employees, public officials and the general public.
• Ability to effectively communicate verbally, in person, over the phone, and the ability to compose and prepare effective correspondence in writing.
• Ability to type accurately at a high rate of speed, and to type correspondence from transcribed dictation or notes.
• Ability to make independent decisions in accordance with established policies and procedures.
• Ability to learn and use specialized language and technical terms unique to the department of assignment.

Nice To Haves

• Some previous experience within the scope of responsibilities of a particular City Department desirable, but not required

Responsibilities

• Receives and screens telephone calls and visitors; responds to inquiries and complaints; handles routine matters and directs unusual matters to superior or to appropriate authority.
• Processes applications for the department’s services which may include building, electrical, engineering and plumbing permits, special event permits and various licenses; schedules inspections; answers basic code inquiries; maintains permanent records of applications, permits and inspections.
• Maintains records on a variety of departmental activities such as permit information, violations and zoning information; prepares inspection schedules.
• Relieves a department head of routine administrative and office management details, checks reports, memos, and other written communications for accuracy and conformance to policies and procedures.
• Assists in the preparation of, or prepares correspondence, special reports, surveys, requests for information, correspondence, news releases, newspaper ads and legal notices for bids and hearings, newsletters, and other materials.
• Using a computer and appropriate software, types of correspondence, reports, and other department documentation; transcribes material; composes and types letters, memos, and notices for signature of superior.
• Schedules appointments and meetings; sorts and delivers department mail; operates a variety of office equipment, including personal computers, calculators, typewriters, fax machines, and copiers.
• Maintains effective relationships with other City departments; sends and receives requests for information and other matters on behalf of departmental management staff.
• Processes bills and prepares purchase orders for department; orders supplies for department.
• Tracks budget activity to assist in preparation of annual budget.
• Performs other duties as assigned.

Benefits

• Paid Time Off (PTO): Generous vacation days, sick leave, and personal day.
• Comprehensive Health Insurance: BCBSIL PPO & HMO Medical, dental, and vision coverage.
• Life Insurance equal to your annual salary paid by the City.
• IMRF pension with an employer contribution.
• Tuition Reimbursement: Support for further education.
• Milestone Reward Program
• Annual Employee Awards and Appreciation Event.
• Annual Employee Picnic
• Annual Holiday Party
• Wellness Events
• Inclusive and Diverse Workplace: Commitment to diversity, equity, and inclusion.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED