The Forest Preserve District of Kane County’s Executive Offices is accepting applications for one (1) Executive Assistant.
DATE POSTED: JULY 7, 2020
WORKSITE LOCATION: HEADQUARTERS, GENEVA, ILLINOIS, APPROXIMATELY 60 MILES WEST OF CHICAGO
STARTING SALARY: $50,300 PER YEAR
HOURS/SCHEDULE: LIMITED TO 40-HOUR WORKWEEK, 8:00 A.M. TO 4:30 P.M., MONDAY - FRIDAY
APPLICATION DEADLINE: JULY 26, 2020 All candidates must apply on-line at: https://www.applitrack.com/kaneforest/onlineapp/jobpostings/view.asp?internaltransferform.Url
POSITION SUMMARY This position is responsible for administrative/secretarial work involving the performance of complex clerical/administrative activities designed to relieve the Executive Director of administrative, procedural and process detail. This employee performs unusually specialized, exacting administrative duties requiring the application of tact and independent judgment in the day-to-day handling of duties. As the key administrative support for the District’s Management Team, this individual maintains confidentiality and professionalism and represents the concerns of the Executive Director’s Office to employees, supervisors and managers alike. This employee must interrelate well between commissioners, management and staff, handle competing demands and outlooks of different departments, and administer the policies/procedures of the internal support function giving uniform treatment and service.
ESSENTIAL POSITION DUTIES & FUNCTIONS Operations: • Assumes daily responsibility for the accomplishment of a wide variety of administrative functions and tasks related to the smooth operation of the Executive Director’s Office. • Performs administrative tasks at the Executive Director’s direction; transmits operating directions or advice from the Executive Director to department heads. • Compiles and assembles various committee agenda items prior to scheduled meetings. • Takes and transcribes accurate, detailed minutes of staff and committee meetings. • Takes and transcribes dictation consisting of confidential correspondence, reports, memoranda, minutes, news releases, statements, and other materials; types letters, reports, notices, permits, forms, and other materials from rough copy. • Composes letters of a varied nature independently. • Receives inquiries in person and over the telephone, independently gives and secures information and answers complaints requiring working knowledge of District ordinances and departmental regulations and procedures. • Provides project and secretarial support to the Executive Director and Management Team. • Arranges and schedules the Executive Director’s and certain members of the Management Teams’ calendar for meetings, appointments, seminars, and other functions; notifies appropriate staff of such schedule/meeting arrangements; and makes reservations for accommodations, travel, and/or meeting rooms as necessary. • Operates PC based word processing, presentation, spreadsheet, database and email software related computer programs as well as create programs and manipulate data as needed to create specialized reports and presentations; receives, sorts and summarizes material for the preparation of reports. • Use Internet and other online and network computer functions to research and communicate information efficiently. • Complies, sorts, collects, files, and prepares data, correspondence and reports for various negotiations in which the Executive Director is involved. Maintains highly confidential files. Composes routine memos and/or replies to correspondence with minimal direction. • Composes ordinances, resolutions and statements for the Executive Director. • Maintains a variety of files both of a routine and confidential nature including legal and land acquisition related documentation. • Directs a significant portion of public inquiries to an appropriate staff person. • Monitors the Executive Director’s Office expenditures compared to authorized budgetary amounts. • Performs moderately complex reference and statistical work. • Answers questions or refers inquiries to the appropriate department for resolution (setting up tickler files to assure the issue is resolved). • Performs the job safely and n compliance with District policies, procedures, work and safety rules, and the Employee Handbook. • Oversees the permanent and safe storage and upkeep of official District records; coordinates the maintenance of all District files. • Maintains a tickler file of District agreements and items of a recurring nature, and initiates review and/or action for follow-up. • Possesses and maintains a valid and current Illinois driver’s license free from suspension or revocation during term of employment; must maintain insurability with the District's fleet insurance carrier. • Perform other duties as assigned.
Administration: • Establishes positive relationships with the community, commissioners, staff and patrons. • Maintains Commissioner contact listings. • Provides telephone backup support for District’s reception area. • Operates standard office machines.
Staff Supervision: • N/A
Additional duties and functions may be essential.
QUALIFICATIONS • Minimum Age Requirement: 18 years of age • Education: Knowledge equivalent of an Associate’s degree in secretarial science or business office management. A minimum of 3 years of executive level administrative/clerical experience, or an equivalent combination of education, experience and training. • Experience: 70 wpm with at least 90% accuracy rating preferred.