Job Posting: Community Development Secretary

Village of Schaumburg, IL

Secretary (Community Development) 


The Village of Schaumburg employs approximately 600 employees in a variety of departments within the organization, such as police, fire, public works, engineering, finance, human resources, cultural services, community development, information technology, and transportation. Our employees work to serve the residents and strive to make Schaumburg the best community it can be. Schaumburg is a thriving community of 75,936 residents located 12 miles west of O’Hare International Airport and approximately 26 miles northwest of the City of Chicago. The community is the base of the second largest concentration of retail, office and commercial activity in the state of Illinois and was recently named by Money Magazine as one of the Top 10 Best Places to Live!

Please submit your application directly through the Village of Schaumburg’s Career Portal


The Village invites online applications for the position of Secretary (Community Development Department) part-time with an online application deadline of 10/22/2017 or until 75 applicants have successfully completed the application process.

SALARY RANGE: $18.90 – $28.24 per hour working up to 19 hours per week. Salary dependent on qualifications.

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


JOB SUMMARY:

Under the direct supervision of the Department Director or Department Supervisors, this position performs clerical work to include but not limited to typing, customer service, coordinating work activities and daily administrative activities. Performs a wide range of purchasing and accounting duties.


JOB DUTIES:

  • Exercises discretion and judgment on most administrative decisions; develops and implements procedures for expediting the flow of clerical work through the office. Acts as an intermediary for staff, maintaining frequent contacts with public and private officials, contractors, and other officials; screens and routes calls, and answers inquiries as appropriate.
  • Types correspondence and other materials on a variety of general and technical topics of a not-confidential and confidential nature. Attends evening public meetings; prepares minutes for meetings; prepares agendas; responsible for preparation of meeting notices in compliance with State Open Meetings Act requirements; prepares packets and other supporting documentation for commission/board members, staff, and the public (copies, sorts, collates documents).
  • 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 vendor for status of order. Maintains Procurement Card, provides correct accounting and processes records and systems. Prepares letters and ordinances, often requiring knowledge of specialized terminology of the department. Keeps files, including digital, for applications made to board/commissions/committees, such as the Zoning Board of Appeals and Plan Commission. Provides general administrative support for Community Development staff, including assistance with processing applications for planning/zoning requests, processing payments, maintaining village files, and preparing special reports.
  • Keeps financial, statistical, inventory and other records and develops office forms and procedures; orders office supplies. Schedules appointments for staff; makes necessary arrangements for attendance at seminars and conferences. Performs other tasks and duties as assigned. May act as backup for other clerical positions as needed.

PHYSICAL/MENTAL REQUIREMENTS:

Prolonged periods of sitting. Need for long periods of concentration. Necessity to communicate effectively both verbally and in writing. Ability to work in a fast paced environment with continuous interruptions and function effectively under stress. Frequent transporting of 20 pounds.


QUALIFICATIONS:

  • Education equivalent to a high school diploma. A minimum of one year of experience as a secretary in a public or private office. Proficient with current computer software systems, including email, calendar programs, job specific software, and customer service systems preferred or prior to completion of the trial period.
  • Considerable knowledge of office practices and procedures and business English, spelling, grammar and punctuation. Ability to organize a variety of complex material for typing. Ability to answer involved questions regarding departmental operations and procedures. Ability to prepare and follow budgets and budget allotments. Skill in preparing meeting minutes. Ability to make administrative decisions regarding work organization and the flow of work. Ability to exercise good judgment, courtesy, and tact in receiving office callers and in making proper disposition of problems. Ability to adapt to new systems and procedures.

BENEFITS:

Part-Time employees are not eligible for benefits.


SELECTION PROCESS:

Candidate screening process may consist of an application review, skills testing, employability assessment, interviews, reference checks, and other job-related testing or verifications. Chosen candidates will be subject to a background and criminal history investigation, and qualifying pre-employment medical examination and drug screen.

THE VILLAGE OF SCHAUMBURG IS AN EQUAL OPPORTUNITY EMPLOYER