Summary of Job
Reporting to the Assistant Village Manager, the Administration Assistant is responsible for function as the primary administrative support for Village Administration and Department of Public Works staff. The Administration Assistant serves as the office receptionist – assisting residents either in person or over the phone – and performs various financial duties to include processing utility and tax payments. The Administration Assistant works to ensure a friendly, welcoming, and consistently excellent standard of customer service for all Village residents and guests.
Essential Duties & Responsibilities
- Serves as the office receptionist, providing an excellent standard of customer service for all visitors to Village Hall and greets and routes phone calls, as appropriate
- Provides clerical and administrative assistance for Village Administration and Department of Public Works staff
- Provides data input and word processing; types, edits, and proofreads documents
- Assists with managing contracts and billings; assists with facility maintenance schedule updates and inspection scheduling
- Provides proper invoice coding for bill payment and generate invoices; create and manages work and purchase orders; process utility receipts, cash receipts, and tax receipts
- Assists with project and notice mailings
- Submits grants and reports
- Manages, operates, maintains, and orders all office equipment and maintains compliance with the office equipment budget
- Assists with absentee balloting and voter registration
- Assists with animal, elevator, and solid waste transporter licensing
- Assists with the Village's communications program (newsletter, social media, website)
- Processes incoming/outgoing mail; coordinates deliveries to Village facilities and coordinates with outside contractors performing work for the Village
- Responsible for the coordination of block parties
- Plans employee lunches and Recycle Day in the Bay
- Other responsibilities and duties, as assigned
Qualifications
Skills & Qualifications
- Exceptionally detail-oriented with a keen attention to detail; ability to maintain a high level of confidentiality
- Strong project management and organizational skills in which the ability to prioritize and manage multiple tasks/projects on time is essential
- Exceptional communication skills and the ability to communicate effectively with all stakeholders; excellent situational adaptability
- Exceptional interpersonal skills and ability to navigate organizations to build relationships and garner support; ability to work collaboratively with cross functional teams
- Ability to work independently and efficiently; exercise initiative, resourcefulness and good judgement
Education & Experience
- Required
- High School Diploma or GED
- Two (2) or more years of experience in a related position
- Highly proficient in the use of the Microsoft Office Suite of Products: Excel, PowerPoint, Word, Access, Outlook
- Preferred
- Bachelor’s degree with a major in Business or Public Administration
- Previous experience with a municipality
Supplemental Information
Physical Demands
The position requires frequent sitting; sometimes walking, stooping, bending, periodic standing, and squatting. Frequently reaching in front of body and occasionally overhead including the infrequent lifting of up to 50 pounds. Continuously handling of objects and equipment using hand, wrist, and fingers simultaneously; frequently finger manipulation, use of keyboard, use of calculator, and writing. Talking and hearing ordinary conversation primarily in a moderately quiet environment including the use of a telephone. The work environment can be described as that of a general office setting.
- The above is intended to describe the general content of and requirements for the performance of the job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.
- We consider applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, martial or veteran status, sexual orientation, or any other legally protected status.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Health/Dental Insurance
- Health: UnitedHealthcare - Village share per month 88%, Employee share per month 12%
- Dental: Delta Dental - Village Share per month 88%, Employee Share per month 12%
- Village pays 100% of office visit co-pays
- Health Insurance Opt-out: Family $250 per month, Individual $125 per month
Flexible Benefits Plan
- Employee determines pre-tax dollar amount for plan year to be used for deductibles, co-insurance, prescription drugs, prescription eye-glasses or contact lenses and other approved medical expenses
- Dependent Day Care Account: Employee determines pre-tax dollar amount to pay daycare expenses
Retirement Contribution Rates (2024):
- Employer Contributes: 6.9% Employee Contributes: 6.9%
- Police Contract ER Contributes: 14.32% Police Contract EE Contributes: 6.9%
Vacation
- First Year - Prorated based on hire date**
- After First Full Year:
- More than 1 year and less than 6 years - 10 days
- 6 years or more but less than 14 years - 15 days
- 14 years or more but less than 20 years - 20 days
- 20 years or more of service - 25 days
Holidays - All Non PD and Non-Union Personnel: 10 Paid Holidays per year
Sick Leave - 6 hours for each full month of employment**
Basic Life Insurance - Payment equivalent to employee annual salary**
Income Continuation Insurance - 180-day waiting period for full compensation
- Terms may vary if under negotiated contract
