Administrative Specialist

City of Collinsville • Collinsville, IL

8d

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 position supports the department’s daily operations, coordinates with other departments and external constituents, and assists with planning, reporting, fiscal administration, records, licensing, and public-facing support. The role may also require attendance at Board and Commission meetings.

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 central 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 departmental operations.
• Assist with administrative problem solving and program or 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 replies to inquiries using relevant data from various sources.
• As required, monitor, reconcile, and assist with departmental fiscal administration, including budgets, contracts, payroll, travel, and purchasing.
• Provide unit support, including answering telephones, assisting visitors and applicants at the front counter, resolving problems and inquiries, reviewing and controlling correspondence, and following up on operational commitments.
• Schedule appointments and maintain calendars; coordinate and facilitate meetings, facility usage, 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 license applications, renewals, payments, and licenses as assigned.
• Attend Board and Commission meetings as required, including Planning Commission, Building Code Review Committee, and Historic Preservation Commission meetings.

Benefits

• Health, dental, vision, and prescription coverage funded 100% 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.
• 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