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The Real Estate and Archives Support Specialist facilitates the operation of the Planning and Development Department, provides administrative assistance, and interfaces with contractors, consultants, and permit applicants. ORGANIZATIONAL RELATIONSHIPS Reports to: Real Estate Management Supervisor ESSENTIAL DUTIES AND RESPONSIBILITIES 1. Creates and maintains databases for the District, generates reports needed by staff, assists staff in other departments to create databases, works with other staff to integrate databases with each other and with the GIS, maintains a high level of expertise and serves as the District’s database expert resource. 2. Reviews, records, and maintains legal documents for the Department. 3. Implements and maintains the Department’s digital and hard copy filing system, and archives material in a manner consistent with legal requirements. 4. Assists other staff with Freedom of Information Act requests, information assemblage, and file retrieval as needed. 5. Files applications for tax exemption of new parcels, works with County mapping and assessor staff on new acquisitions, reviews annual tax forms and bills, pays real estate tax bills as needed, and represents the District in tax challenges and hearings. Liaisons with the Supervisor of Assessment’s and Treasurer’s offices on property transfers, PIN revisions, vacations, etc. 6. Assists staff with requests for proposals, bids, landowner notifications, mass mailings, public notices and advertisements, meeting agendas and notes, prevailing wage information, etc. 7. Assists Staff to conduct property research, coordinate projects with contractors and consultants, assist attorneys with closings, and process invoices. 8. Assists Real Estate Managers (as needed) with property management issues and inspections on District property or under District management. 9. Schedules, tracks, and oversees the maintenance and repair of Department office equipment. 10. Maintains office supplies and orders new supplies as needed by the Department. 11. Archiving various District files by logging into databases and appropriately labeling and moving files into Archival storage area. 12. Ability to carry out instructions furnished in written, oral, or diagram form. 13. Ability to operate computer equipment, scanner, photocopying machine. 14. Must possess and maintain a current and valid Motor Vehicle Operator’s license. 15. Performs related duties as apparent or assigned. KNOWLEDGE, SKILLS AND ABILITIES 1. Familiarity with Microsoft Office and Adobe Professional, specifically Microsoft Word, Microsoft Access, SQL Server and Microsoft Excel. 2. Expertise in database creation and use. 3. Individual must be very detail oriented, accuracy in typing skills a must. 4. Ability to work independently without much supervision. 5. Analytical problem solving skills and the ability to articulate clear and concise recommendations. 6. Ability to follow through on a project from beginning to end with minimal supervision. 7. Excellent communication and customer service skills, and ability to interact with the public, contractors, consultants, staff, etc. 8. Ability to work in a team environment as an active contributor, and to provide leadership when needed. 9. Must possess and maintain a current and valid Motor Vehicle Operator's license. TRAINING AND EXPERIENCE Minimum requirements include: Education: Bachelor’s Degree (or comparable experience) in business, real estate, clerical, office management, computer, or related field, plus one year experience in managing an office. Experience: Knowledge in Microsoft Software and Adobe Professional. Expertise in database creation and use. GIS, tax, and real estate knowledge. WORKING ENVIRONMENT AND CONDITIONS Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 1. Extensive computer use. 2. Moderately loud work environment and occasionally hectic work schedule with deadline pressures and multiple concurrent projects. 3. Working conditions are typical for combined field/office staff. 4. Work requires moderate to strenuous physical exertion including the ability to talk, hear, reach with hands and arms, climb stairs hike on difficult terrain, and lift and/or carry necessary field equipment such as but not limited to a camera, GPS unit, and other survey related equipment (up to 25 pounds). 5. While performing the duties of this job the employee occasionally works outside in extreme hot or cold weather conditions, performing site inspections, and may have interactions with irate or difficult individuals. 6. Abilities that promote the Values of the District: teamwork and building positive relationships; initiative; decision making, judgment, and accountability; attitude, temperament, and courtesy; preparation and organization; safety; innovation, application, and creativity; and commitment. 7. Work requires regular typing speed and accuracy. OTHER INFORMATION This 40 hour/week position entails working Monday - Friday with the possibility/option to work flexible weekday, evening, and weekend shifts. Occasional extended hours and weekend workdays will be required.

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 Forest Preserve District of Will County


Donna Suca

 Closing Date

February 21, 2020