Administrative Assistant - City of DeKalb, IL : Job Details

Salary : $50,574.00 AnnuallyLocation : DeKalb, ILJob Type: Full-TimeJob Number: 00225Department: City Manager's OfficeOpening Date: 03/15/2024Job SummaryThe Administrative Assistant provides a variety of professional, technical, and confidential administrative support to the City Manager's Office, City Attorney, Human Resources Department, and the Planning Director. The Administrative Assistant maintains legal records andperforms activities related to litigation matters, acts as recording secretary to the Planning and Zoning Commission, prepares property tax exemption applications, and assists the Human Resources Department with administrative support operations. This position requires a high level of discretion and the ability to work under minimal supervision. POSITION CONTEXT:The position of Administrative Assistant is assigned to the City Manager's Office. The Administrative Assistant is a full-time non-exempt position under the direct supervision of the Human Resources Director. The position is required to work a minimum of forty hours per week. This position routinely handles highly sensitive and/or confidential information. This position will experience contact with internal staff members, outside agencies, and the community at-large. This position will require attendance at evening meetings (approximately two evenings per month).The starting salary for the position is $50,574 +/- commensurate with knowledge, skills, and experience. The City of DeKalb provides a comprehensive benefits package that includes, medical, dental, vision and prescription insurance, life insurance coverage, HSA & flexible spending accounts, deferred compensation, and participation in the Illinois Municipal Retirement Fund (IMRF). This position will remain open until filled. Essential Functions ESSENTIAL FUNCTIONS:

• Provides administrative support services to the City Manager's Office, City Attorney, Human Resources Department, and the Planning Director including composing, filing, processing, and distributing of confidential and legal correspondence.
• Reviews, codes, and enters invoices and purchase orders into the enterprise system (BS&A). Maintains accurate records of departmental expenditures for the budget planning process.
• Responds to and assists the public and internal staff members with inquiries via telephone, e-mail, and in-person. Provides information regarding departmental operations, services, and programs. Assists and/or forwards work requests to appropriate personnel as needed.
• Assists in gathering, compiling, and preparing of special reports, and conducts surveys and develops correspondence for information gathering.
• Sorts and routes incoming mail. (Screens and routes daily mail; responds directly to some letters as directed.) Assists in the preparation of outgoing mail and bulk mailings, including photocopying and distribution.
• Prepares the agenda for the Planning and Zoning Commission meetings for review by the Planning Director. Posts the Planning and Zoning Commission agenda packets, public hearings, and minutes on the City's website and other designated areas in accordance with statutory requirements. Sends applicable notices to the news media, council and commission members, staff, and other interested parties.
• Prepares the meeting room for the Planning and Zoning Commission meetings. Attends the meetings held in the evenings and acts as a recording secretary averaging twice per month.
• Drafts meeting minutes, ordinances with exhibits, and other correspondence from the Planning and Zoning Commission Meetings for the Planning Director's review and submission for City Council Meetings.
• Assists the Planning Director with scheduling and coordinating meetings, prepares correspondence, and completes resident mailings. Maintains files and documentation and enters information into BS&A.
• Processes bankruptcy/foreclosure filings and works with City Attorney on any waiver of fees or adjustments. Coordinates payoff judgments with the City Attorney.
• Coordinates lien notices with appropriate agencies and departments. Tracks lien notice status and reports as necessary.
• Reviews Illinois' Local Debt Recovery Program (IDROP) System. Compiles documentation and submits to the Finance Department to recover unpaid fines and fees.
• Provides primary staff support to the City Manager for litigation initiated by and towards the City.
• Assists the Human Resources Department with the maintaining of personnel and benefit files and related records in a confidential manner and in accordance with all regulatory requirements.
• Prepares orientation and application packets, schedules appointments, enters information into various departmental systems and assists with the maintenance of the Human Resources Website page and intranet.
• Assists with the processing of FOIA requests and reporting of statistical data. Provides back-up to the Management Analyst as needed.
• Prepares Property Tax Exemption Applications for City-owned property and completes annual certifications to County Assessor regarding City-owned property.

OTHER JOB FUNCTIONS:

• Prepares reports and pertinent documentation as requested.
• Maintains required legal documentation and filing system.
• Provides general administrative back-up support, including composing of correspondence, proofreading, and ordering of supplies.
• Completes special projects and other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Ability to work independently with minimal supervision while exercising good judgment and initiative.
• Ability to develop and maintain collaborative working relationships with all levels of staff, management, commission members, agencies, and the general public.
• Ability to multi-task and work under pressure with interruptions and within short timeframes.
• Ability to handle confidential/sensitive materials in a professional manner.
• Must have strong organizational and time management skills.
• Knowledge of the principles of governmental organization and administration and the ability to make routine decisions in accordance with laws, ordinances, regulations, and departmental/organizational policies
• Ability to accurately type notes from electronic or video recordings.
• Knowledge of legal procedures and legal terminology.
• Ability to file legal documents with the Circuit Clerk or DeKalb County Recorder and to deliver legal documents and information to DeKalb County Sheriff's Police, the DeKalb Police Department, and other law enforcement agencies.
• Ability to apply City codes and ordinances to respond to basic zoning and development questions.
• Ability to adhere to all state and federal HIPAA Privacy Standards dictated for the City.
• Ability to conduct research, including gathering data, analyzing information, and preparing reports.
• Must have strong verbal and written communication skills and the ability to understand and follow complex verbal and written instructions.

Minimum QualificationsEducation:

• High School Diploma or equivalent required.
• Associate degree in paralegal/legal studies, office management, business, or related field preferred.
• Valid driver's license required.

Experience:

• Minimum of five years of administrative/secretarial experience required. A minimum of one year of administrative experience in a municipal or legal environment preferred.
• Strong working knowledge of MS Office (Word, Excel, and PowerPoint) and Adobe Pro required. Previous experience or the ability to gain proficiency with FOIA, enterprise system, and departmental systems required.

Supplemental Information WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

• Duties are performed primarily in an office setting with prolonged periods of sitting. The person in this position needs to occasionally move about inside the office to access file cabinets, office equipment, etc.
• This position will have frequent contact with others.
• At times, workloads can be extensive with limited time for response/and or action. Position requires prolonged periods of concentration and the ability to cope with numerous interruptions and changing priorities.
• This position will require infrequent travel within DeKalb County to file legal documents and may be exposed to weather elements.

EQUIPMENT USED:

• General office equipment including computer, scanner, copier, and multi-line telephone.

ADDITIONAL INFORMATION:

• This position may require the ability to work overtime outside of normal business hours including evenings and weekends as necessary.

STATEMENT OF OTHER DUTIES DISCLAIMER:The preceding job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this position. It may not contain a comprehensive inventory of all duties, responsibilities. Please click to view the City's policy regarding the hiring of immediate family members of a current City employee, elected official, or appointed official prior to completing an application for employment.The City of DeKalb provides a comprehensive benefits package that beings on the first day of employment and includes:

• Medical, Dental, Vision, and Life Insurance
• Medical and Dependent Care Flexible Spending Accounts
• Retirement Plans through the Illinois Municipal Retirement Fund or the Fire/Police Pension Funds
• Vacation, Holiday, and Sick Time
• Deferred Compensation
• Employee Assistance program

01 What prompted you to apply for the Administrative Assistant position with the City of DeKalb? 02 Please describe your administrative work background. Please highlight any applicable experience involving working in local government or a legal environment. 03 Please describe your experience working with various systems such as financial, databases, records management, etc. 04 Please describe your experience with MS Office (Word, Excel, and PowerPoint). 05 I understand this position will require the ability to work and attend evening meetings (approximately two per month) as the Recording Secretary.

• Yes
• No

Required Question