Secretary (Engineering & Public Works)

VILLAGE OF SCHAUMBURG

Human Resources Department

101 Schaumburg Court,Schaumburg, IL 60193

http://www.schaumburg.com/

NOW ACCEPTINGAPPLICATIONS FOR THE POSITION OF:

Secretary (Engineering & Public Works)

Interviews will be conducted as applications are received. This position will remain open until filled.

STARTING PAY RATE: $21.82 - $24.32 per hour based on a 35-hour workweek. Salary is dependent on qualifications. The salary range for this position is $21.82 - $31.81 This position is represented by a union; you may refer to the AFSCME collective bargaining agreement available on our website.

JOB SUMMARY:

The Engineering & Public Works Department is seeking a detail-oriented and organized individual to provide clerical and administrative support to division staff. This position is responsible for coordinating daily office operations, processing purchasing and accounting transactions, and maintaining accurate records. Duties include preparing correspondence and reports, assisting with budget tracking, and managing accounts payable and procurement card activities. The Secretary also supports staff by coordinating meeting agendas and minutes, and serving as a point of contact for residents, contractors, and vendors.

JOB DUTIES:

1. Enters, tracks, and coordinates purchases for budget accounts. Reviews invoices for accuracy, obtains receiving information, and processes for payment. Reviews requisitions for completeness, accuracy, and authorization prior to processing. Resolves purchasing and/or payment issues. Ensures proper adjustments for returned items. Negotiates payment adjustments. Reviews open purchase orders with the vendor for the status of the order. Assists division/department in preparation of division/department's fiscal year budget; monitors expenditures of the department in comparison with actual allotments; informs supervisor of possible overspending and makes suggestions on ways to avoid overspending.
2. Enters agenda items. Coordinates review and execution of agreements, resolutions, and ordinances. Processes required paperwork with consultants. Scans and enters information into the document management system and ensures that the properly executed documents are attached to the resolutions and ordinances. Submit approved ordinances to the codifier.
3. Enters all departmental employee training data into the training database and tracks required certifications and licenses. Enters travel requests and requisitions for payment.
4. Types correspondence on a variety of general and technical topics of a non-confidential nature. May attend meetings to take and transcribe minutes which include posting approved minutes through the document management system. Reads for accuracy and distributes minutes for department meetings. Provides administrative assistance to the safety consultant.
5. Copies and distributes information regarding damage to property to appropriate personnel. Follows up, creates, and mails invoices. Serves as the contact person for insurance companies.
6. Acts as an intermediary for staff, maintaining frequent contact with officials and contractors; screens calls and answers inquiries.
7. Exercises discretion and judgment on most administrative decisions; develops and implements procedures for expediting the flow of clerical work through the office, which includes updating office forms and procedures.
8. Keeps personnel, financial, and statistical inventory/records. Prepares departmental financial, operating, and special reports.
9. Sorts mail delivered to the office and routes mail to the proper place; develops system for sorting and routing mail; reads outgoing mail for procedural and grammatical accuracy and factual correctness.
10. Performs other duties as assigned.

QUALIFICATIONS:

1. Education equivalent to a high school diploma.
2. A minimum of one year of experience as a secretary performing similar or related duties.
3. Proficiency with current computer technology, job-specific software, and customer service systems.

Please attach as part of your application all necessary documents verifying that you meet the minimum qualifications for the position.

BENEFITS:

The Village of Schaumburg has a competitive benefit package with coverage that begins on the first day of employment and includes: flexible benefit Section 125 plan including health, dental, vision, and life insurance as well as medical and dependent care flexible spending accounts, and a retirement plan through the Illinois Municipal Retirement Fund. The Village also provides paid holidays, paid vacation, sick leave, tuition reimbursement, succession development, and more.

ABOUT THE VILLAGE OF SCHAUMBURG:
The village employs approximately 600 employees in 12 departments, including police, fire, engineering and public works, communications, community development, cultural services, economic development, finance, general government, human resources, information technology, and transportation. Our employees work to serve the residents and strive to make Schaumburg the best community it can be.

Our Core Values are the heart and soul of how we operate. Customer service, integrity, respect, teamwork, and trust are the values we dedicate ourselves to with the goal of providing excellent services and programs to meet the needs of our community and those within our organization. They guide our actions and serve as the framework for the decisions and contributions we make every day - at every level. Each member of the Schaumburg team is valued, belongs and provides essential services to the residents, visitors, and businesses of Schaumburg. We are proud of the rich diversity of the Schaumburg community, and we want employees to bring their own unique capabilities, experiences, and characteristics to their work in serving the community. The characteristics of humility, empathy, respect, and open-mindedness are cornerstones of our organizational culture. The success of the village depends on our employees, and we are committed to helping employees continue growing and developing in their careers.

SELECTION PROCESS:

The candidate screening process may consist of an application review, skills testing, employability assessment, interviews, and other job-related testing or verifications. Chosen candidates will be subject to background checks and a criminal history investigation. The top candidate will need to successfully complete the post-offer qualifying pre-employment medical examination and drug screen (including cannabis).

Individuals requesting reasonable accommodations under the Americans with Disabilities Act to complete the application process should contact the Human Resources Department at 847-923-3900.

The Village of Schaumburg is an Equal Opportunity Employer