Administrative Specialist

City of Collinsville • Collinsville, IL

10d • $50,544 - $55,765

About The Position

Under the direction of the Director of Community Development, the Administrative Specialist performs a variety of administrative, fiscal, staff-support, and planning activities, some requiring advanced or specialized knowledge and skills. The role provides administrative coordination for the department, supports its operational and fiscal activities, assists with planning and project execution, maintains records and data systems, and processes assigned licenses. The position also provides public-facing support and attends Board and Commission meetings as required.

Requirements

• High school diploma or GED.
• Three to five years of work experience in an office environment.
• Valid driver's license.
• Ability to adapt and respond to different types of situations.
• Ability to multitask, prioritize, and manage time in a busy environment.

Responsibilities

• Oversee and/or perform diverse administrative activities for the department and serve as a liaison with other departments and external constituencies on day-to-day matters.
• Create, compose, and edit technical and administrative correspondence and documentation using knowledge of operational issues.
• Assist with administrative problem solving, program and project planning, development, and execution of stated goals and objectives.
• Research information, compile statistics, gather and compute data, and prepare special or one-time reports, summaries, and responses to inquiries using relevant data from multiple sources.
• As required, monitor, reconcile, and assist with departmental fiscal administration, including budgets, contracts, payroll, travel, and purchasing.
• Answer telephones; assist visitors and applicants at the front counter; resolve problems and inquiries; review and control correspondence; and follow up on operational commitments.
• Schedule appointments and maintain calendars; coordinate and facilitate meetings, facility use, events, and travel arrangements as required.
• Establish, update, and maintain departmental files, inventories, and records; implement and maintain data management systems as required.
• Process and track assigned licenses, including applications, renewals, payments, and licenses.
• Attend Board and Commission meetings, such as Planning Commission, Building Code Review Committee, and Historic Preservation Commission meetings, as required.

Benefits

• Health, dental, vision, and prescription coverage 100% funded by the City for single coverage.
• Pension through the Illinois Municipal Retirement Fund (IMRF).
• Disability benefits with IMRF.
• Public Service Loan Forgiveness.
• Vacation time, one personal day per year, and 12 sick hours per month.
• Tuition reimbursement opportunities.
• 11 paid holidays.

What This Job Offers

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