Administrative Support Specialist

Lake Consolidated Emergency Communications•Libertyville, IL

8d•Onsite

About The Position

Lake Consolidated Emergency Communications (LakeComm) is a brand new consolidated 9-1-1 Emergency Communications Center housed in a portion of the new state of the art Lake County Regional Operations & Communications Facility. LakeComm supports 9-1-1 call-taking and emergency dispatching for 30 police and fire agencies in Lake County, Illinois. We are seeking an Administrative Support Specialist who is organized, proactive, detail-oriented, and comfortable working independently while supporting a variety of administrative and operational needs. Position Summary: The Administrative Support Specialist provides comprehensive administrative, and operational support to LakeComm leadership. This position plays a central coordination role in supporting executive leadership, communications center operations, financial administration, and human resources functions within a 24/7 public safety communications environment. The ideal candidate is someone who sees a problem and looks for a solution, notices when something needs attention, asks questions when information is unclear, and can be trusted to manage responsibilities with minimal supervision.

Requirements

High School Diploma or equivalent
Must be at least 18 years old
Valid Driver's License
Minimum of (3) years of administrative experience, preferably in local government, public safety, or a similar organization.
Proficiency with Microsoft Office, Outlook, Word, Excel, and Teams.
Ability to learn and effectively use organizational software and systems.
Ability to maintain confidentiality and exercise sound judgment.
Ability to work independently while also functioning effectively as part of a team.

Nice To Haves

Associate degree or additional education in business administration, human resources, public administration, or a related field.
Experience supporting executive or senior-level leadership.
Experience in a public safety, municipal, governmental, healthcare, or other highly regulated environment.
Experience handling confidential, legal, or sensitive documents.
Experience coordinating meetings, calendars, recruitment activities, or administrative projects.

Responsibilities

Provide day-to-day administrative support to leadership, and other designated staff.
Maintain calendars, schedule meetings, and assist with coordination of organizational meetings and events.
Prepare and update meeting agendas, packets, directories, organizational documents, and other materials.
Assist with projects and special assignments as directed.
Maintain organized electronic and physical filing systems.
Serve as a professional and welcoming first point of contact for visitors, candidates, vendors, delivery personnel, and members of the public.
Answer and appropriately route incoming telephone calls and other communications.
Receive and appropriately route mail, packages, deliveries, legal documents, and other correspondence.
Maintain awareness of visitors and activity within the facility and notify appropriate personnel when necessary.
Follow LakeComm's security and visitor-access procedures at all times.
Assist with candidate scheduling, interviews, candidate arrivals, and other recruitment activities.
Notify appropriate staff when candidates and visitors arrive.
Assist HR with onboarding and administrative processes for new employees.
Maintain and distribute staff directories and other employee-related information.
Assist with employee communications and administrative projects.
Assist with accounts payable, invoices, purchasing, and other administrative financial processes as assigned.
Assist with payroll documentation, timekeeping coordination, and HR compliance tracking.
Assist with board and committee meeting preparation.
Record and maintain official meeting minutes, resolutions, and governance records.
Maintain confidentiality of personnel, operational, legal, and other sensitive information.
Perform other duties as assigned.