Administrative Assistant

Salary : $54,812.00 - $73,451.00 Annually Location : Elgin, IL Job Type: Full Time Job Number: Department: City Managers Office Opening Date: 10/24/2024 Closing Date: 11/8/2024 11:59 PM Central CLASSIFICATION DESCRIPTION The administrative assistant, also referred to as office manager, will provide critical administrative and operational support to the Mayor, City Council, City Manager's Office and the Department of Communications and Engagement. Often serving as the face of the office, this individual interacts with elected officials, residents, visitors and staff. The role demands exceptional organizational skills, the ability to manage multiple priorities, and the judgment to handle sensitive information with discretion. The ideal candidate must demonstrate strong interpersonal skills, attention to detail, and the ability to manage emails, ensuring timely responses and proper routing of communications. Additionally, the candidate must possess a high degree of independence and the professionalism to handle complex situations with tact. Work is performed under the general supervision of the Assistant City Manager. GENERAL DEFINITION AND CONDITIONS OF WORK Provide comprehensive administrative support to the Mayor, City Council, City Manager's Office, and the Department of Communications and Engagement. Assist with managing calendars, scheduling meetings, coordinating logistics, procuring necessary supplies, and facilitating event arrangements. Serve as the primary point of contact for visitors, phone inquiries, and correspondence, ensuring a welcoming and professional environment while directing inquiries to appropriate departments. Handle confidential and sensitive information with the utmost discretion, ensuring proper judgment in escalating matters to leadership as necessary. Oversee communications for these departments, including drafting official documents, proclamations, and correspondence for City Council meetings and events. Support budget tracking, procurement, and processing of invoices, ensuring timely approvals and proper recordkeeping. Facilitate the preparation of reports, presentations, and materials for meetings, ensuring all necessary information is accurate and available. Oversee office organization and daily operations, including maintaining supplies, managing office equipment, and ensuring that common areas are presentable and functional. Act as a liaison between the Mayor, City Manager, and other city departments, assisting in the smooth flow of information and ensuring follow-up on key action items. Collaborate with city departments to facilitate clear and efficient communication, ensuring the smooth exchange of information, coordination of tasks, and alignment on city-wide initiatives. Maintain the highest level of professionalism when dealing with challenging or sensitive situations, using tact and sound judgment. KNOWLEDGE, SKILLS AND ABILITIES Strong understanding of office management practices, procedures, and techniques. Ability to handle confidential information with tact and professionalism. Ability to communicate effectively with diverse stakeholders, including elected officials, residents, and city staff. Ability to operate effectively in a dynamic environment and navigate sensitive situations with discretion and professionalism. Excellent time management skills, with the ability to prioritize tasks and meet deadlines. Proficient in Microsoft Office Suite and other relevant software applications. Strong written and verbal communication skills, including the ability to compose professional correspondence. Ability to work independently, exercise initiative, and demonstrate critical thinking skills. Education and Experience High school diploma or equivalent, with at least four (4) years of experience in an office or administrative support role; or Equivalent combination of education and experience in public administration, business administration, or a related field. Prior experience supporting senior-level officials, ideally in a government or legal setting. Valid State of Illinois Driver's License. 1) Vacation - 1 to 5 years of service - 2 weeks 6 to 11 years of service - 3 weeks 12 to 21 years of service - 4 weeks 22 or more years of service - 5 weeks The city manager, in the city manager's discretion, may also include up to five (5) years of non-City of Elgin prior professional or supervisory service of an employee in the same or similar field in determining years of service of an employee for the purpose of vacation at initial hire. If an employee is granted vacation accrual in a higher range than one (1) to five (5) years of service, he or she shall not advance to the next range until he or she has attained the required number of years of service with the city for such range. The accumulation of vacation leave shall be limited as provided by Ordinance No. S11-09, as amended. 2) Sick Leave - For employees hired prior to March 1, 2010, fifteen (15) days placed on account upon commencement of employment plus annual accrual of one day (8 hours) per month. For employees hired on or after March 1, 2010, fifteen (15) days placed on account when commencing employment, plus annual accrual of .5 days (4 hours) per month. Employees may accumulate sick leave up to a total maximum accrual of 241 sick days, which is the equivalent of 1928 hours of sick leave. 3) Life Insurance - in an amount equal to the nearest $1,000 of the employee's annual base salary. 4) Holidays - New Year's Day, Martin Luther King Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day, the day after Thanksgiving, Christmas Eve, Christmas Day, and New Year's Eve. 5) Personal Days - Three (3) personal days shall be provided per year. Employees commencing employment between January 1 and June 30 in a year shall receive all three (3) personal days for such year. Employees commencing employment between July 1 and December 31 in a year shall receive one (1) personal day for such year. Employees in the Public Safety Communications Shift Supervisor position that are assigned to a 12-hour work day shall instead receive 36 hours of personal time if they commence employment between January 1 and June 30 in a year and 12 hours of personal time if commencing employment between July 1 and December 31 for such year. An annual ordinance, ordained by the City Council of The City of Elgin, establishing pay and benefit plans for certain appointed officers and employees of the City of Elgin exists. Refer to this ordinance for more detailed information. Additional benefits include •Vision •Dental •Voluntary Life •Flexible Spending account •Retirement - IMRF •Employee Assistance Program (EAP) •Deferred Compensation •Direct Deposit •Open Door Policy •Centre membership •In-house training programs 01 Have you submitted a cover letter and resume with your application?) Yes No Required Question

Created: 2024-11-05