Posted 4 weeks ago

Administrative Assistant/Assistant Deputy Clerk

Company: Village of Glen Ellyn
Category: Office & Administration

 Glen Ellyn

Type: Full Time

The Village of Glen Ellyn is seeking qualified candidates to fill a full-time Administrative Assistant position. The duties of this position include, but are not limited to, performing a variety of responsible, confidential, and complex administrative support and clerical duties within the Village Manager’s Office, Information Technology Department, Village Attorney, and Human Resources Department. Answers non-routine correspondence and assembles highly confidential and sensitive information for the Village Attorney and other Department Directors. Interacts with a diverse group of external stakeholders, as well as internal contacts at all levels of the organization. Provides responsive customer service by answering and responding to inquiries via phone, e-mail, or in person.  In addition to typing, filing and scheduling perform duties such as record keeping, data entry, document research, coordination of meetings and conferences, drafting business correspondence, organizing direct mailings, and working on special projects. Responsibilities:

  • Administers the technical support of the Liquor Licensing program, both regular and special events, including the preparation of the necessary correspondence.
  • Administer, organize, and coordinates Freedom of Information Act (FOIA) requests for the Village, excluding the Police department; files legal documents with Federal, State, and County agencies, as needed.
  • Provides a variety of day-to-day clerical and administrative support functions within the Village Manager’s Office, which includes secretarial support for the Information Technology, Legal, and Human Resources departments.
  • Performs document research and organizes and maintains accurate and complete filing systems. Reviews; and assists in the preparation of various reports.
  • Provides friendly and responsive customer service via the phone, in person, by e-mail, and via written business correspondence.
  • Performs data entry; types and proofreads memos, correspondence, reports, and other documents.
  • Screens calls, visitors and mail; responds to sensitive requests for information and assistance; interprets Village policies, rules, and regulations in response to inquiries and complaints; resolves citizen concerns and complaints; refers inquiries as appropriate.
  • Updates informational and resource materials, as needed, and prepares and recommends revisions to operating procedures, policies, and regulations upon request; develops and revises office forms and reports as needed.
  • Cross trains with Executive Assistant/Deputy Clerk in common functional areas and duties in order to provide backup support in their absence.
  • Assist with maintaining a variety of files and official records concerning Village business, such as legal documents/correspondence, contracts, ordinances, Board/Commission Reports, meeting minutes, and agreements.
  • Will be responsible for coordinating confidential/private information in a responsible manner and in accordance with Federal, State, and local laws.